UNDP Jobs - 59435- Administration & Finance Specialist, Electoral Pro

Administration & Finance Specialist, Electoral Project

Location :

Niamey (Several Trips to Provinces), NIGER

Type of Contract :

FTA International

Starting Date :

Application Deadline :

07-Sep-15 (Midnight New York, USA)

Post Level :

P-3

Duration of Initial Contract :

1 year

Languages Required :

English French

Expected Duration of Assignment :

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 Government of Niger is in the process of consolidating its institutions and democratic process following the 18 February 2010 military coup. The coup paved the way for a military transition of approximately 12 months, during which the institutional reforms were implemented through a constitutional referendum, as well as the organization of local, legislative and presidential elections. The restoration of the democratic process took place with the election of President in 2011.

The NAM mission conducted in July 2014 recommended that the United Nations support the next electoral cycle in Niger, over a period of two years, with the aim of contributing to the consolidation of the democratic process. It recommended that the UN support to the electoral cycle revolve around two main strategic axes inseparable in the socio-political context of Niger, mainly: 1) continue to accompany the efforts of Niger stakeholders aimed at ensuring an environment conducive to the holding of credible and peaceful elections, through the Resident Coordinator, in coordination with the SRSG for UNOWA as well as national and international partners; 2) provide technical assistance for the preparation and holding of local, legislative and presidential elections. To this end, the mission recommended that UNDP put in place an electoral assistance project (under the authority of a Chief Technical Adviser, CTA) and a Basket Fund, working closely with other UN System entities involved in the electoral process.

It is in this context that the Niger electoral cycle support programme and the project derived from it (in French: Programme/Projet d’appui au cycle electoral au Niger or PACEN) was developed.

Under the overall guidance of the Chief Technical Advisor, Elections, the Admin/Finance Specialist is responsible for ensuring the highest efficiency in administration and financial resources management and the provision of accurate, thoroughly researched and documented administrative and financial information, effective delivery of administrative and financial services, transparent utilization of financial resources and management of the project Administration and Finance Units.

He/she analyzes and interprets the administrative and financial rules and regulations and provides solutions to a wide spectrum of complex administrative and financial issues. The Admin/Finance Specialist promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations.

He/she will provide overall organizational, coordination and managerial support for the project and act as officer-in-charge during the absence of the Chief Technical Adviser. She/he will ensure the strategic direction of project operations and coordinate the activities of the Project Team, assess work plans and monitor outputs.

The Administration and Finance Specialist will also be responsible for managing human resources, assessing performance and managing financial systems and audit procedures.
The Admin/Finance Specialist works in close collaboration with Programme, Operations, and project teams in the CO, UNDP HQ staff and Government officials ensuring successful project performance in Administration and Finance.

Duties and Responsibilities

Summary of Key Functions:Effective and accurate financial resources management and oversight:

Implementation of operational strategies and procedures;
Projects’ budgets management system;
Control of Elections Assistance Project accounts;
Control of Elections Assistance Project cash management;
Preparation of financial reporting of the project to donors and other stakeholders;
Financial management of the basket fund as well as financial reporting.

Ensure effective and accurate financial resources management and oversight, focusing on achievement of the following results:

Financial analysis and oversight for all resources managed by the project and provision of high-quality professional advice to the project management;
Proper planning, expenditure tracking of the project in accordance with UNDP rules and regulations;
Organization and oversight of project cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management, timely accounting and reconciliation of all transactions, security for cash assets on site.

Ensure implementation of operational strategies and procedures, focusing on achievement of the following results:

Full compliance of administrative and financial activities, administrative and financial recording/reporting system and audit follow up with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of the administrative and financial resources management system;
Project finance business processes mapping and elaboration/establishment of internal standard operating procedures in the Finance Unit; control of the workflows in the Finance Unit;
Continuous analysis and monitoring of the financial situation, presentation of forecasts for development and management projects.
Elaboration of the framework and conditions of contribution within the project resource mobilization efforts;
Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained;
Administer human resources activities for project staff in accordance with the rules & regulations of UNDP;
Prepare staff budget forecast through an analysis of staffing pattern and needs during the respective year;
Advise the respective staff for proper coordination with UNDP HR Unit during the different stages of recruitment of project staff; Coordinate for issuance, renewal and termination of contracts of project staff;
Ensure proper maintenance of filing system for HR records, personnel files, attendance and leave records and prepared correspondence, reports and tables on human resources;
Ensure smooth, efficient and effective running of the office;
In close coordination with the CTA, ensure proper supervision and management of performance of the support staff;
Actively participate in discussions related to efficient and effective project implementation and general office management.

Manage the project budget focusing on achievement of the following results:

Management of all financial resources through planning, guiding, monitoring and controlling of the resources in accordance with UNDP rules and regulations;
Preparation and monitoring of projects’ budgets in Atlas;
Regular analysis and reporting on the budget approvals and the delivery situation of management projects;
Elaboration of proper mechanisms to eliminate deficiencies in budget management;
Collection of information on internal and external clients’ satisfaction and needs in order to develop improvements to services;
Ensuring that advance payments and direct payments are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the Atlas system on a timely basis;
Ensuring that cost-sharing contributions are properly transferred to the project on a timely basis;
Submission of financial reports to donors on a timely and quality basis.

Ensure proper control of Elections Assistance project accounts, focusing on achievement of the following results:

Elaboration of the internal expenditures’ control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared; monthly payment orders (MPOs), travel claims and other entitlements are duly processed;
Control of 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;
Control of the Accounts Receivables for UNDP projects and follow up with partners on contributions, maintenance of the General Ledger;
Responsible to control and monitor the financial closure of the project

Ensure proper Elections Assistance project cash management, 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;
Primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishments;
Transaction and stop payment approval on internet banking system;
Timely and accurate approval of bank reconciliation, including documented review of exceptions;
Initiation of bank transfers and deals, selecting bank transfers and deals for approval and settlement;
Timely preparation of monthly cash flow forecast for use by the Operations Manager. Liaison with other UN agencies to obtain estimate of their cash requirements.

Preparation of financial reporting of the project to donors and other stakeholders

Prepare on a regular basis a regular report on the financial status of the project;
Present and explain to donors the financial situation of the project;
Take into account remarks from the project board and make necessary adjustment in the project budget and financial reporting.

Financial management of the basket fund as and status reporting:

Monitor pledges and contributions of donors to perform budget revisions;
Report to donor on the status of expenses in the basket fund;
Take into account remarks from the donors and make necessary adjustments.

Ensures proper control of the project Assets focusing on achievement of the following results:

Maintenance and repair of office equipment;
Implementation of Inventory and physical verification check-up in the projects.

Impact of Results

The key results have an impact on the overall CO efficiency in financial resources management and success in introduction and implementation of operational strategies. Accurate, thoroughly researched and documented financial information, timely and appropriate delivery of services ensure client satisfaction and enhance UNDP credibility in use of financial resources.

Competencies

Functional Competencies:

Building Partnerships:

Identifying and building partnerships

Effectively networks with partners seizing opportunities to build alliances;
Identifies needs and interventions for capacity building of counterparts, clients and potential partners;
Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments.

Promoting Organizational Learning and Knowledge Sharing:

Developing tools and mechanisms

Participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies.

Job Knowledge/Technical Expertise:

In-depth knowledge of own discipline

Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration);
Continues to seek new and improved methods and systems for accomplishing the work of the unit;
Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally;
Demonstrates comprehensive knowledge of information technology and applies it in work assignments;
Continually looking for ways to enhance financial performance in the office.

Promoting Organizational Change and Development:

Assisting the individuals to cope with change

Performs appropriate work analysis and assists in redesign to establish clear standards for implementation.

Design And Implementation of Management Systems:

Designing and implementing management system

Makes recommendations regarding operation of systems within organizational units;
Identifies and recommends remedial measures to address problems in systems design or implementation.

Client Orientation:

Contributing to positive outcomes for the client

Anticipates client needs;
Demonstrates understanding of client’s perspective;
Solicits feedback on service provision and quality.

Promoting Accountability and Results-Based Management:

Input to the development of standards and policies

Provides inputs to the development of organizational standards for accountability.

Core Competencies:

Building support and political acumen;
Building staff competence, creating an environment of creativity and innovation;
Building and promoting effective teams;
Creating and promoting enabling environment for open communication;
Creating an emotionally intelligent organization;
Leveraging conflict in the interests of UNDP & setting standards;
Sharing knowledge across the organization and building a culture of knowledge sharing and learning;
Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Fair and transparent decision making; calculated risk-taking.

Required Skills and Experience

Education:

Master’s Degree or equivalent in Finance, Business Administration, Public Administration, Economics or related field

Experience:

5 years of relevant experience at the national or international level in providing financial management advisory services and/or managing staff and operational systems;
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;
Thorough professional and technical knowledge of ATLAS Modules or other ERP systems.

Language:

Strong written and spoken French skills;
Knowledge of another UN language is an asset.