Background
The Republic of Liberia held democratic Presidential and Legislative Elections in 2005 after 14 years of devastating civil war. The 2005 elections featured extensive support from the international community and from the United Nations Mission in Liberia (UNMIL) in particular. Future electoral processes will not have such broad support, meaning that Liberia must strengthen its national institutions and processes to conduct future electoral events in a credible, competent and sustainable manner.
There is an urgent need to work with the National Elections Commission (NEC) to conduct constituency delimitation, registration of voters, voter education; gender sensitization and conflict preventative work with political parties and security forces prior to the potential referendum and the national elections. Successful conduct of the 2011 elections is considered a significant step in the consolidation of democracy in Liberia.
In the case of local elections, most of the current Chiefs were either appointed during the war or have served for more than 20 years. Citizens point to the need to have their own elected local representatives as a means to exercise their voice and hold the representatives accountable for political and development decisions affecting their communities. Furthermore, to ensure success in all future elections in Liberia, a series of administrative, capacity and legal challenges must be addressed.
This project therefore aims at deepening 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 improving conformity of the legal and administrative framework with international standards.
The project will also promote effective donor coordination and seek to mainstream gender and conflict preventative approaches in its activities. Finally, the project will also aim to support the development of an inclusive parliament, build the capacities of the newly elected parliamentarians and the parliamentary administration in an effort to enable the parliament to effectively undertake its constitutional responsibilities.
The project is designed within the framework of a “One UN”, drawing on the expertise and mandates of various UN actors to deliver assistance throughout the electoral cycle with contributions from regional organizations and donors such as the African Union, ECOWAS, Japan and the European Union. This document also encapsulates all the activities carried out by other key partners such as the International Foundation for Electoral Systems (IFES), an important implementing agency of USAID funded projects.
Close coordination will be established to harmonize the activities described in the project.
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.
The Admin/Finance Specialist supervises and leads professional and support staff of the project Administration and Finance Unit. 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.
The Republic of Liberia held democratic Presidential and Legislative Elections in 2005 after 14 years of devastating civil war. The 2005 elections featured extensive support from the international community and from the United Nations Mission in Liberia (UNMIL) in particular. Future electoral processes will not have such broad support, meaning that Liberia must strengthen its national institutions and processes to conduct future electoral events in a credible, competent and sustainable manner.
There is an urgent need to work with the National Elections Commission (NEC) to conduct constituency delimitation, registration of voters, voter education; gender sensitization and conflict preventative work with political parties and security forces prior to the potential referendum and the national elections. Successful conduct of the 2011 elections is considered a significant step in the consolidation of democracy in Liberia.
In the case of local elections, most of the current Chiefs were either appointed during the war or have served for more than 20 years. Citizens point to the need to have their own elected local representatives as a means to exercise their voice and hold the representatives accountable for political and development decisions affecting their communities. Furthermore, to ensure success in all future elections in Liberia, a series of administrative, capacity and legal challenges must be addressed.
This project therefore aims at deepening 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 improving conformity of the legal and administrative framework with international standards.
The project will also promote effective donor coordination and seek to mainstream gender and conflict preventative approaches in its activities. Finally, the project will also aim to support the development of an inclusive parliament, build the capacities of the newly elected parliamentarians and the parliamentary administration in an effort to enable the parliament to effectively undertake its constitutional responsibilities.
The project is designed within the framework of a “One UN”, drawing on the expertise and mandates of various UN actors to deliver assistance throughout the electoral cycle with contributions from regional organizations and donors such as the African Union, ECOWAS, Japan and the European Union. This document also encapsulates all the activities carried out by other key partners such as the International Foundation for Electoral Systems (IFES), an important implementing agency of USAID funded projects.
Close coordination will be established to harmonize the activities described in the project.
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.
The Admin/Finance Specialist supervises and leads professional and support staff of the project Administration and Finance Unit. 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.
The Republic of Liberia held democratic Presidential and Legislative Elections in 2005 after 14 years of devastating civil war. The 2005 elections featured extensive support from the international community and from the United Nations Mission in Liberia (UNMIL) in particular. Future electoral processes will not have such broad support, meaning that Liberia must strengthen its national institutions and processes to conduct future electoral events in a credible, competent and sustainable manner.
There is an urgent need to work with the National Elections Commission (NEC) to conduct constituency delimitation, registration of voters, voter education; gender sensitization and conflict preventative work with political parties and security forces prior to the potential referendum and the national elections. Successful conduct of the 2011 elections is considered a significant step in the consolidation of democracy in Liberia.
In the case of local elections, most of the current Chiefs were either appointed during the war or have served for more than 20 years. Citizens point to the need to have their own elected local representatives as a means to exercise their voice and hold the representatives accountable for political and development decisions affecting their communities. Furthermore, to ensure success in all future elections in Liberia, a series of administrative, capacity and legal challenges must be addressed.
This project therefore aims at deepening 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 improving conformity of the legal and administrative framework with international standards.
The project will also promote effective donor coordination and seek to mainstream gender and conflict preventative approaches in its activities. Finally, the project will also aim to support the development of an inclusive parliament, build the capacities of the newly elected parliamentarians and the parliamentary administration in an effort to enable the parliament to effectively undertake its constitutional responsibilities.
The project is designed within the framework of a “One UN”, drawing on the expertise and mandates of various UN actors to deliver assistance throughout the electoral cycle with contributions from regional organizations and donors such as the African Union, ECOWAS, Japan and the European Union. This document also encapsulates all the activities carried out by other key partners such as the International Foundation for Electoral Systems (IFES), an important implementing agency of USAID funded projects. Close coordination will be established to harmonize the activities described in the project.
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.
The Admin/Finance Specialist supervises and leads professional and support staff of the project Administration and Finance Unit. 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
Corporate Competencies:
- Demonstrates integrity by modeling the UN’s values and ethical standards
- Promotes the vision, mission, and strategic goals of UNDP
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies:
Knowledge Management and Learning
- Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example
- Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
- Ability to lead strategic planning, results-based management and reporting
- Ability to formulate and manage budgets, manage contributions and investments, manage transactions, conduct financial analysis, reporting and cost-recovery
- Good knowledge of accounting
- Ability to successfully lead the Finance Team
- Excellent IT skills, knowledge of Atlas
- Ability to implement new systems and affect staff behavioral/ attitudinal change
Management and Leadership
- Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Demonstrates good oral and written communication skills
- Demonstrates openness to change and ability to manage complexities UNDP Accounting and Finance Training and certification
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.
Language Requirements:
- Fluency in both written and spoken English. Knowledge of another UN language desirable.