UNDP Jobs - 58740- Administrative and Finance Assistant (Samoan Natio

Administrative and Finance Assistant (Samoan National Only)

Location :

Apia, SAMOA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

18-Aug-15 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

12 Months

Languages Required :

English

Expected Duration of Assignment :

Renewable subject to performance and availability of funding

UNDP 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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

UNDP Is a lead agency for addressing the dimensions of HIV and AIDS relating to human rights, gender and sexual diversity and is a cosponsor of UNAIDS. In addition, UNDP contributes to public health and development partnerships through collaborations with the Global Fund to Fight AIDS, Tuberculosis and Malaria (the ‘Global Fund’), Roll Back Malaria, Stop TB Partnerships, and special programmes on human reproduction and infectious diseases that disproportionately affect poor populations.

As part of its wider engagement with the United Nations, the Global Fund has partnered with UNDP since 2003 to ensure that grants are implemented and services are delivered in countries facing complex challenges. The partnership focuses on three closely linked areas of work: implementation support as interim Principal Recipient (PR), capacity development, and policy engagement. UNDP was nominated as the PR by the Country Coordinating Mechanism in December 2014 for the multi-country Pacific grants (TB and HIV; and Malaria (Vanuatu)) (the ‘Multi-country Programmes’).

For the implementation of the Multi-country Programmes, the UNDP Pacific Centre is establishing a Programme Management Unit (PMU) to coordinate and oversee the implementation and to ensure compliance of the terms and conditions of the grant agreements with the Global Fund and UNDP rules, policies and procedures. The PMU will ensure coordination with the PIRMCCM, Government and CSOs, regional partners, the Global Fund and other key stakeholders in the health and development sector (bi-laterals, private sector) and technical assistance providers in both Western Pacific and Cook Islands, Niue, and Samoa which are covered by the UNDP Multi-Country Office located in Samoa.

Under the overall guidance of the and supervision of the Finance Associate and Project Coordinator, the Administrative and Finance Assistant provides programme and finance support services to the Programme Management Unit ensuring high quality, accuracy and consistency of work.

The PMU in the Pacific Centre will work in partnership with the outposted personnel and the MCO in Samoa on intended work plans to be implemented in the participating countries. The out-posted personnel in the MCO will be located in the Governance and Poverty Reduction Unit, under the general oversight of the Assistant Resident Representative (ARR) and for the SB3 position will co-report to the ARR and the Project Coordinator.

Duties and Responsibilities

Provides support for the administration and implementation of programme/operations strategies focusing on achievement of the following results:

Full compliance with UNDP and GF rules and regulations on financial recording/reporting system and follow-up on audit recommendations;
Collection, analysis and presentation of information for identification of areas for support and programme formulation/ implementation.

Provides effective support to administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

Provision of information for formulation of work plans, budgets, proposals on implementation arrangements and execution modalities;
Tracking and preparing spreadsheets on mobilized resources;
Processing of cost-recovery bills in Atlas for the services provided by elaboration and implementation of the income tracking system and follow up on cost recovery;
Extraction of data from various sources;
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
Maintenance of the filing system;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.

Provides accounting and administrative support to the Project Coordinator focusing on achievement of the following results:

Creation of projects in Atlas, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project;
Support and follow-up with the Sub-recipients in the implementation of GF grant activities;
Presentation of information for audit of NIM projects;
Prepare periodic project briefings;
Preparation of non-PO vouchers when necessary;
Maintenance of the internal expenditures control system including timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
Creation of requisitions in Atlas, register of goods receipt in Atlas;
Making budget check for requisitions, POs and vouchers.

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

Participation in the organization of training for the office staff on programme/operations related issues;
Sound contributions to knowledge networks and communities of practice.

Competencies

Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Shares knowledge and experience;
Actively works towards continuing personal learning and development in one or more Practice; Areas, acts on learning plan and applies newly acquired skills;
Ability to perform a variety of standard specialized and non-specialized tasks and work; processes that are fully documented, researched, recorded and reported;
Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems;
Ability to perform work of confidential nature and handle a large volume of work;
Good knowledge of financial rules and regulations and Results Management Guide, accounting
Strong IT skills, Atlas;
Ability to provide input to business processes re-engineering, implementation of new system;
Focuses on result for the client;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure;
Demonstrates openness to change;
Responds positively to feedback and differing points of view.

Required Skills and Experience

Education:

Secondary Education with specialized certification in Accounting and Finance;
University Degree in Accounting, Finance, or Business Administration desirable, but it is not a requirement.

Experience:

3 to 5 years of progressively responsible finance 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;
Knowledge of UNDP/UN Policies and Procedures is highly desirable.

Language:

Fluency in spoken and written English.