Background

The Agriculture Transformation Agenda (ATA), unveiled by the Honourable Minister for Agriculture presented opportunities for the provision of technical assistance and other support to the Federal Ministry of Agriculture and Rural Development (FMARD) for the scale up of positive inclusive markets experience in Nigeria. The ATA is aimed at establishing a sustainable agriculture and agribusiness in Nigeria to raise the income of rural farmers. UNDP through its project, Facility for Inclusive Markets (FIM) has offered to support the Government of Nigeria (GoN) in key demand areas that include developing and implementing key value chains in agriculture and agro-industry and enhancing inclusiveness. FIM will also work towards its goal of catalysing the scale up of positive Inclusive Market experience in Nigeria and as a platform for capturing knowledge in and out of Nigeria.

The Bill and Melinda Gates Foundation (BMGF) is providing, through UNDP, long term technical assistance to the Agricultural Transformation Implementation Group (ATIG) as the organ established by the FMARD to implement the Agricultural Transformation Agenda. This support will compliment the UNDP-FIM project and ensure the successful delivery of the goals of the ATA. This project will provide critical technical expertise to strengthen the capacity of the Ministry of Agriculture and Rural Development to successfully implement the ATA. The UNDP-BMGF technical assistance to FMARD will support term technical assistance for capacity development and the expansion of value chains in agriculture and agro-industry, institutional policy support and direct intervention to farmers and other small holder value chain actors that are vital to ensuring inclusiveness and sustainable results in the creation of business opportunities and jobs at the grassroots.

The success of the agricultural transformation agenda depends to some extent on the ability of the FMARD to mobilize adequate resources to implement the transformation plan. Complimentary technical and funding resources to execute the transformation plan would need to be mobilized by forging strategic partnership with donors, Foundations and major Development Banks and institutions.

Under the guidance and supervision of the Operations Manager  the Administrative Associate provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.
 
The Administrative Associate works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery

Duties and Responsibilities

Summary of Key Functions:

• Implementation of operational and financial management strategies
• Administration of budgets and cost-recovery system
• Accounting and Finance support
• Support to supply and assets management
• Performs administrative task related to the Project
• Project cash management
• Facilitation of knowledge building and knowledge sharing

Ensures implementation of operational and financial management strategies, adapts processes and procedures focusing on achievement of the following results:

• Full compliance with UN/UNDP rules and regulations of financial processes, financial records and reports and audit follow up; implementation of the effective internal control framework.
• Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and CO Management.
• Provision of inputs for implementation of cost-saving and reduction strategies in consultation with the office management.

Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

• Preparation and modifications of budgets for the BMGF project, follow-up with the country office on availability of funds for the project budget.
• Provides input for presentation of information for planning and status of financial resources of the project.
• Ensure timely payment of cost recovery for services provides by the country office and follow up on tracking system.

Provides accounting and finance support to the Finance Unit on issues related to the Project, focusing on achievement of the following results:

• Proper control of the supporting documents for payments and financial reports for the DEX project; preparation of all types of vouchers; Follow up with the country office for Pay Cycle and payments execution.
• Proper receipting of goods and services and establishment of accruals.
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Atlas.
• Verify with the Finance Unit that payrolls are duly posted; travel claims, MPOs and other entitlements are duly processed
• Timely accounts closure
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues.
• Timely corrective actions on erroneous data in Atlas. Preparation of financial reports as required.
•  Maintenance of the Accounts Receivables for the project and follow-up with partners on contributions, deposits creation in Atlas and their application to AR pending items.
•  Timely VAT reimbursements, payment of GLOC by the Government.

Provides support to proper supply and assets management, focusing on achievement of the following result:

• Coordination of assets management in the project, timely preparation and submission of periodic inventory reports.
• Ensure periodic and up to date procurement plans are provided to the Service Centre in a timely manner.
• Under the supervision of the Operations Manager initiate the procurement process of equipment, materials and office supplies.
• Coordination of the provision of reliable and quality office supplies

Perform administrative tasks for the project, focusing on achievement of the following results:

• Maintenance of administrative control records such as commitments and expenditures.
• General preparation of documents for the Minister’s meetings.
• Filing, photocopying and collation and distribution of minutes, reports and other documents.
• Dealing with incoming and outgoing mail correspondence and general emails.
• Take minute for ATIC, EPG and other governance bodies as required.
• Assist in the recording and processing of invoices, receipts and payments for the ATA consultants
• Assist in matters relating to communication, marketing and publicity for ATA.
• Organize meetings relating to the core operation of the Honorable Minister’s Office.
• Maintain the ATA central filing system, general database and archive.
• Provide administrative support for matters relating to the premises and operations
• Confirmation of availability of funds prior to review by supervisor.
• Follow up on creation of vendor set-up information in Atlas;
• Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
• Proper control of supporting documents of funds and activities.
• Provision of the information for the audit.

Ensures proper Project cash management functioning focusing on achievement of the following results:

• Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application.
• Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions.
• Preparation of monthly UN exchange rate report to Treasury.
• Timely and accurate preparation of bank reconciliations.
• Timely preparation of monthly cashflow forecast for use by Operations Manager/ Finance Analyst.

Ensures facilitation of knowledge building and knowledge sharing in the Project focusing on achievement of the following results:

• Organization of trainings for the operations/ projects staff on Finance and administrative procedures.
• Synthesis of lessons learnt and sharing of best practices in financial and administrative SOP’s.
• Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the overall execution of the Project financial services and success in implementation of operational strategies.  Accurate analysis and presentation of Administrative and financial information ensures proper administrative and financial processes in the project.

Competencies

Functional Competencies:      

Building Partnerships

•  Maintaining information and databases
•  Tracks and reports on mobilized resources

Promoting Organizational Learning And Knowledge Sharing

• Basic research and analysis
• Researches best practices and poses new, more effective ways of doing things
• Identifies and communicates opportunities to promote learning and knowledge sharing

Job Knowledge/Technical Expertise

• Fundamental knowledge of processes, methods and procedures
• Understands the main processes and methods of work regarding to the position
• Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting).
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments
  

Promoting Organizational Change and Development

• Presentation of information on best practices in organizational change
• Documents ‘best practices’ in organizational change and development within and outside the UN system
• Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

• Data gathering and implementation of management systems
• Uses information/databases/other management systems
• Makes recommendations related to work procedures and implementation of management systems

Client Orientation

• Maintains effective client relationships
• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Responds to client needs promptly

Promoting Accountability and Results-Based Management

• Gathering and disseminating information
• Maintains databases

Core Competencies:

• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

Required Skills and Experience

Education    

• Secondary Education, with specialized certification in Accounting and Finance. University Degree in Finance, Business or Public Administration desirable, but not a requirement. Certified accountants from an internationally recognized institute of accountancy will have a distinct advantage.
• UNDP Accountancy & Finance Test required.

Experience:   

• 6 years of progressively responsible finance and accounting experience is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems and ERP financials, preferably PeopleSoft.
• Knowledge of IPSAS and/or IFRS  is required

Language Requirements:   

• Fluency in English and the national language of the duty station.

The UN is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

A service contract (SC) is a modality for hiring individuals in a project under a non-staff contract.