Background

Prevalent land and livestock management processes in Ngamiland are likely to compromise the continued flow of ecosystem goods and services from the savannah ecosystem that are necessary to sustain the national economy, the the rich fauna and flora diversity found in the area and livelihoods of the communities dependent on its ecosystem goods and services. The long-term solution proposed by this project is to mainstream SLM principles into the livestock production sector, specifically in areas adjacent to the Okavango Delta where rangeland degradation is most intense.

Critically, local communities need to participate meaningfully in rangeland governance. However, inadequate knowledge and skills for adoption of SLM in livestock management and livelihood support systems, and policy and market distortions that provide disincentives for adopting SLM and sustainable range management principles in the livestock production sector are significant barriers. The project will be implemented through two components: component 1 on rangeland governance/management and component 2 on livestock marketing. Component 1 (rangeland governance/management) will focus on putting in places systems and promoting practices that improve the condition of the range to secure the flow of ecosystem goods and services to communities in the area.

Component 2 (livestock marketing) will facilitate the establishment of effective resource governance frameworks and markets to improve benefits from the livestock sector. This five-year initiative will bring together the Ministries of Environment, Wildlife and Tourism (through the leadership of the Department of Forestry and Range Resources/DFRR) and the Ministry of Agriculture (through the leadership of the Department of Animal Production/DAP) and several local authority institutions, research institutions and non-governmental organisations, community-based organisations and communities within Ngamiland.

Duties and Responsibilities

This five-year initiative will begin in 2014 and be completed in 2018. UNDP is looking to recruit a dynamic individual to provide Finance and Administration assistance to the National Project Coordinator in ensuring effective and efficient use of project funds towards the achievement of the defined goals and objectives by the end of the project.

Duties and Responsibilities Budget and Finance:

• Assist the National Project Coordinator in preparation of cost plan in line with financial rules and regulations, and monitors and control all administrative and finance matters of the project in complete coordination and liaison with the National Project Coordinator;
• Draft adequate financial/administrative justifications for the project and updates related to revision of cost plans;
• Draft of quarterly request for funds (Financial authorizations) in line with the approved cost plans and review status of expenditures in comparison with financial authorizations;
• Review of all petty cash vouchers of the project office;
• Prepare request for the petty cash replenishment in timely manner and follow up on payments;
• Act as petty cash custodian for the project office;
• Maintain petty cash files and monitor performance;
• Prepare payment requests for payroll for staff and consultants, liaising with UNDP to ensure timely payments;
• Review received invoices/bills for payments, utility bills, invoices, for received goods and provided services, travel claims, overtime etc. and prepare instruction for payment through UNDP, input in the ATLAS System and ensuring proper documentation, approvals and timely payments;
• Draft and monitor the procurement plan for the project office in line with the approved cost plans, and prepare detailed specifications of equipment and supplies to be purchased and scope of work;
• Issue request for quotations and prepare purchase orders;
• Follow up on contracts for rental, utilities and other type of works related activities subject to contracts;
• Follow up with UNDP Procurement on pending procurement requests;
• Preparing Travel Authorizations for official travels, workshops and training, ensuring appropriate justification, costing and approvals;
• Follow up on travel claims and liaise with travel agency on payments;
• Update financial log-book, to monitor that expenditures are properly charged to the appropriate budget line, status and availability of funds;
• Assist in reconciling inter-office vouchers (IOVs) with UNDP to confirm accuracy of accounts to headquarters,identifying corrective actions to erroneous financial entries as required;
• monitor that UNDP IOVs provide adequate information to allow for reconciliation with UNDP accounting system and reports;
• Prepare monthly reports of project expenditures and other finance and administrative performance for submission to UNDP CO;
• Follow up on payments for cost recovery for private use of project assets, in particular phone and vehicle usage;
• Follow up on outstanding advances given to project office, review liquidation and coordinate with UNDP regarding refund of excess funds;
  
• General Administration;
• Ensure office files (chrono in/out file, Finance, payments, various manuals, etc.) are maintained accurately;
• Receive, inspect and verify all received goods;
• Enter records in the asset control database ensuring inventory records are up-to-date and accurate;
• Maintain and control inventory of assets, ensuring that all project property is properly assigned and tracked (all vouchers signed, filed and recorded);
• Facilitate the physical inventory verification exercise by checking the accuracy of records and location of property; Ensure adequate office supplies;
• Maintain a system for allocation and tracking;
• Represent the project on administrative issues such a common services, premises, etc.;
• Support in formalities related to opening, managing and closing project office;
• Support the Project Manager in any administrative task as required. ICT;
• Provide immediate support to information and communication technology issues at the project office level;
• Provide support in the procurement of ICT goods and services;
• Provide support in the establishment and maintenance of project local area network (LAN);
• Ensure office printers and plotters are in working condition and availability of inks and toners;
• Provide support in maintenance of office server, desktops and laptops;
• Ensure emergency communication equipment are fully functional and operational such as cellphones and telephones.

Results Expected:

• Provides general office and administrative support, including accurate and timely production of reports, processing of documents and administrative requirements;
• Maintains accurate records and/or data;
• Appropriately applies relevant policies, guidelines, procedures and processes;
• Recognizes and reports data and other discrepancies;
• Establishes effective working relationships with internal and external contacts at all levels.

Competencies

Corporate Competencies:

Professionalism:

• Ability to perform a broad range of administrative activities aimed at effective and efficient financial and human resources management, including screening and collecting documentation, financial data processing, filing, provision of information;
• Good knowledge of financial rules and regulations, accounting;
• Ability to perform a variety of standard tasks related to financial resources management, including screening and collecting documentation, financial data processing, filing, provision of information;
• Solid problem solving skills;
• Ability to work under pressure in a stressful environment and maintain deadlines.

Planning and Organizing:

• Ability to plan own work; manage conflicting priorities and work under pressure of tight and conflicting deadlines.
• Monitors and adjusts plans and actions as necessary.

Communication:

• Excellent oral and written communication skills;
• Ability to draft/edit a variety of written reports and communications and to articulate ideas in a clear, concise manner.

Teamwork:

• Excellent interpersonal skills and ability to establish and maintain effective partnerships in a multi-cultural, multi-ethnic environment and respects diversity;
• Positive and constructive attitude with good communication skills;
• Works collaboratively with colleagues and encourages office staff to share knowledge to achieve organizational goals.
  

Leadership and Self-Management:

• Focuses on result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Remains calm, in control and good humoured even under pressure.

Client Orientation:

• Considers all those to whom services are provided to be 'clients' and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect;
• Identifies clients' needs and matches them to appropriate solutions;
• Monitors on-going developments inside and outside the clients' environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects;
• Meets timeline for delivery of products or services to client.

Technological Awareness:

• Keeps abreast of available technology;
• Understands applicability and limitation of technology to the work of the office;
• Actively seeks to apply technology to appropriate tasks;
• Shows willingness to learn new technology.

Required Skills and Experience

Education:

• University degree (Bachelor's degree or equivalent) in Business Administration or Accounting and Finance.
• Specialized training and/or certification in HR and procurement would be an added advantage.

Experience:

• Minimum five (5) years of progressively responsible experience is required at the national or international level, in Finance and Administration;
• Intermediate level knowledge of Microsoft Office software programs (MS Access, MS Excel and MS Word desirable); Knowledge and experience of database development and management would be an asset. UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture.

Language:

• Fluent in English.

Note:

• Qualified women, qualified people living with disabilities are encouraged to apply.