Background

Under the overall guidance and supervision of the Director of DACO and UNDP Focal Point of the Project, the Administrative and Finance Analyst will assist in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work in accordance with NIM guidelines, DIPS Manual and Government of Sierra Leone rules and regulation applicable to DACO. The Administrative and Finance Analyst will promote a client, quality and results-oriented approach.

The Administrative and Finance Analyst will work in close collaboration with UNDP Focal Point of the Project, to exchange information and ensure consistent service delivery.

Duties and Responsibilities

• Provide project finance and budgetary control and maintenance of accounts;
• Efficient administrative support and support to common services and assets management;
• Support to knowledge building and Capacity Development concerns.
  

• Ensures that all the expenses incurred by DACO are in line with budgetary provisions as per Annual Work Plan signed between UNDP and Ministry of Finance and booked in correct accounting heads according to generally accepted accounting principle;
• Maintains project accounts as per standard accountancy and financial procedures and posts all vouchers entries into the accounting software;
• Prepares bank payment vouchers, maintains cheque book registers, bank book, collects and verifies bank statement;
• Ensures that all transactions are correctly documented and that expenses are allowable according to;
• Generally Accepted Accounting Principle.  Ensures that all recurring administrative expenses are paid based on authentic and relevant information. Prepares checks for these expenses and gets them delivered. Brings all exceptional information to the notice of the director;
• Provides budgetary inputs for preparing annual work plans for the project;
• Issues approved travel advances to staff, other advances to outside parties if relevant. Reviews advance reconciliation and claims for completeness and accuracy;
• Organizes all receipts, bank statements and other supporting documentation for audit purposes;
• Monitors the expenditure reports periodically and document on variances and deviations;
•  Have an update on inventory on regular intervals of project equipment and office supplies and report to UNDP on annual financial report with final FACE form.
• Analyse the CDR in coordination with UNDP focal person and explain to the director for quarterly certification by DACO and counter signed by UNDP;
• Do necessary financial analysis on project expenditure, NEX advance and Budget control perspective;
• Conduct field monitoring visits if relevant to the project to ensure the financial management system in place;
• In coordination with UNDP focal person, provide necessary coding and other relevant support on ATLAS entry and ATLAS business process to be managed by UNDP;
• Coordinate the auditing of project accounts. Assist and facilitate the NIM audit as well as financial monitoring conducted by UNDP. Prepare draft management responses in coordination with director as necessary and take follow up measures on audit/financial monitoring findings in a prompt manner. This includes the task of studying past audit reports and ensuring full compliance of audit recommendations.

Competencies

Relationships:

• Maintain positive working relationships with others, both internally and externally.

Communication:

• Excellent oral and written communication skills.

Needs Assessment:

• Anticipate, understand, and respond to the needs of members and other clients to meet or exceed their expectations.

Teamwork:

• Work cooperatively and effectively with others to set goals, resolve problems, and make decisions to enhance organizational effectiveness;
• Ability to undertake self-directed tasks when necessary.

Organization:

• Excellent time management skills;
• Attention to detail;
• Capacity to prioritize by assessing situations to determine urgency;
• Ability to develop a work schedule, set goals, create / implement actions plans and monitor progress towards goals and ability to make clear, timely decisions.

Required Skills and Experience

Education:

• A Master’s degree In Business Administration, Economics, Accounting or any related field is acceptable.

Experience:

• At least 5 years of relevant experience in finance and administrative work preferably in NGO  sector;
  
• UN Agencies. Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience in handling of web-based management systems.

 Language:

• Excellent written and spoken English is essential.

Skills and Abilities: 

This position requires ability to keep accurate financial records and the ability to effectively prioritise and work accurately under time constraints. Personal interest in international conservation and development issues is desired.