Background

Successful conduct of the 2011 elections has been considered as significant step in the consolidation of democracy in Liberia. Furthermore, to ensure success in all future elections in Liberia, a series of administrative, capacity and legal challenges must be addressed.  The election project therefore aims to extend the democratization process in Liberia, with specific emphasis on improving electoral institutions processes and laws. More specifically, the project will contribute to strengthening capacity of the electoral management body, enhancing electoral processes and support the ongoing process of the constitutional amendment as it relates to elections. The project will also promote effective election coordination and seek to mainstream gender and conflict preventative approaches in its activities.

UNDP, along with other partners, will provide technical and operational support to the NEC to assist in the organization and conduct of the 2017 Presidential and Legislative elections. The emphasis will be on capacity building and institutional support to the NEC to build up its own internal processes and systems to conduct free fair and credible elections. This would require dedicated technical and operational support of a Chief Technical Advisor that will also act as the Manager of the UNDP Project in Support of the 2015-2018 Liberian Electoral Cycle. 

Under the overall guidance of the Chief Technical Advisor, the Admin/Finance Specialist is responsible for direct implementation of the project activities, 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.

The Admin/Finance Specialist supervises and leads professional and support staff of the project. The Admin/Finance Specialist works in close collaboration with Program, Operations, and project teams in the CO, UNDP HQ staff and Government officials ensuring successful project performance in Administration and Finance.

This post is a DPF (Development Project Funded).

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;
• Provide advice and guidance on Financial matters to the NEC Finance section.

Ensure effective and accurate financial resources management and oversight, focusing on cchievement 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 impress 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;
• Advise NEC finance section on financial planning and processes and guide them for proper implementation of their task;
• 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.

Financial management of the basket fund 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.

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 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.

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;
• Makes the case for innovative ideas documenting successes and building them into the design of new approaches;
• 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 management);
• 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: 

• Advanced (Masters) University Degree in Finance/Accounting, Business, or Public Administration, or a professional accounting qualification from an internationally recognized institute of accountancy;
• Professionally qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage;
• UNDP Advanced Accountancy & Finance Test required.

Experience: 

• 5 years of relevant experience 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 and ERP financials, preferably PeopleSoft;
• Experience of IPSAS and/or IFRS is required for external candidates;
• Experience in a project (preferable  an election project) will be an advantage.

Language:

• Fluency in English.

United Nations Considerations

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

No fee

The United Nations does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, or training). The United Nations does not concern itself with information on applicant's bank accounts.
The United Nations 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.