Tanzania has held four credible general elections since the reintroduction of multi-party politics in 1992. Citizens and the government are eager to maintain this track record and to further strengthen democratic practice in Tanzania. Looking to the 2015 general election, government has undertaken early and comprehensive preparations for the electoral processes. Since receipt of official requests for UN assistance to the election cycle leading to the 2015 general election from the National Election Commission and Zanzibar Electoral Commission, a UN Needs Assessment Mission recommended the development of a project in support of the national efforts.
In addition, in 2014 the United Republic of Tanzania will likely conduct a first national referendum on a new constitution. The national EMBs and other stakeholders in preparing for these critical events have requested the support of UNDP to provide technical support to the preparation and execution of the referendum.
To these ends, the Democratic Empowerment Project (DEP) is a four year (2013-2016) UNDP, UN One Fund and other donor-funded project with the overall aim of contributing to Tanzania’s UNDAP’s Outcome 7: i.e. “key institutions of democracy, (i.e. EMBs, etc.) effectively implement their election and political functions”. UN Women and UNESCO are implementing partners in a One UN Country Team context.
Project Objectives
The DEP seeks to promote democracy and contribute to the realization of the following four objectives:
  • Capacity of key democratic institutions (EMBs, CRC, RPP, etc.) enhanced to support and promote legal and institutional reform in the context of the on-going constitutional reform process and beyond;
  • Capacity of the EMBs to conduct credible elections enhanced through strategic, technical and operational support and improved EMB engagement with stakeholders (i.e. political parties, CSOs, and the media) to foster a democratic environment;
  • Inclusive participation in elections and politics enhanced through the empowerment of women, youth and PWDs; and
  • National peace infrastructure enhanced to mitigate and prevent election-related conflicts.
Project Management
The project will be executed directly by UNDP and implemented under the overall guiding principle of national ownership and leadership in the electoral process. The international assistance provided should be considered as an extension of, and a complement to, national resources and is intended to support national management and coordination structures.

Duties and Responsibilities

Under the direct supervision of the DEP Operations Manager and working closely with the DEP Project Manager, the Financial Analyst will perform the following duties:
Ensure implementation of operational and financial management strategies, and adapt processes and procedures, focusing on the achievement of the following results:
  • Full compliance of financial activities, 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 financial resources management system;
  • Elaboration and establishment of internal Standard Operating Procedures related to Finance; overall control of the workflows;
  • Continuous analysis and monitoring of the financial status of the project; production of cash flow overviews and forecasts and cash flows;
  • Elaboration and implementation of cost saving and reduction strategies;
  • Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors of the results of the investigation when satisfactory answers are not obtained.
Manages the project budgets and organizes an optimal cost-recovery system focusing on achievement of the following results:
  • Financial resources management through planning, guiding, controlling of the resources in accordance with UNDP rules and regulations;
  • Preparation and monitoring of project budgets;
  • Establishment of the projects’ budget preparation/modification monitoring system, control of budgetary status versus authorized spending limits (ASL) and budgets delivery levels;
  • Elaboration of proper mechanisms to eliminate deficiencies in budget management.
  • Preparation of cost-recovery bills in Atlas for the services provided by UNDP;
  • 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;
  • Submission of timely and accurate financial reports for periodic project reports and meetings of the Steering and Technical Committees.

Ensures proper control of 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; MPOs, travel claims and other entitlements are duly processed, receipting of goods and services and establishment of accruals are properly done in compliance with IPSAS and UNDP policies and procedures;
  • Support and oversee project accounts closure;
  • Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers to resolve financial data issues;
  • Control of the Accounts Receivables for project and maintenance of the General Ledger.
 Ensures proper 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;
  • Monitoring of financial exception reports for unusual activities, transactions and   investigation of anomalies or unusual transactions;
  • Provision of information to supervisors on the results of the investigation when satisfactory answers are not obtained;
  • Follow up and ensure timely recording of funding contributions;
  • Timely and accurate approval of bank reconciliation, including documented review of exceptions;
  • Timely preparation of monthly cash flow forecast;
  • Role as cashier for cash disbursements made on site.
Provide Effective and Accurate Financial Resources Management and Oversight
  • Ensure timely disbursement of funds to all contracted partners as per agreed budget and disbursement schedules.
  • Develop and disseminate accounting guidelines and financial reporting format to project service providers and provide comprehensive training in financial reporting to ensure harmonized reporting and full compliance with agreed guidelines;
  • Undertake financial monitoring of all other contracted partners by collecting accounts, reports and receipts from the partner organizations. Raise any concerns with project management.
  • Prepare regular financial summary narratives and consolidated accounts, together with the quarterly substantive progress report;
  • Provide all necessary documentation for an external audit, as well as prepare responses to audit observations and account examinations and implement audit recommendations;
  • Assist in the development of financial management systems for the effective management and coordination of all disbursements, financial flows and expenditures capturing project activities and outputs;
  • Maintain an accurate database of information on all financial transactions and disbursements records and compile timely periodic situation reports/ updates on a regular basis;
  • At the end of the assignment, provide a comprehensive financial management terminal report on the activities of the DEP Project, including accounting for all the disbursements and financial audits;
  • Perform any other duties project management may assign with respect to the financial management of the project.
Ensures facilitation of knowledge building and knowledge sharing and guidance to all stakeholders on financial matters focusing on achievement of the following results:
  • Organization/conduct of training for the project staff on financial management and and RBM;
  • Synthesis of lessons learnt and best practices;
  • Sound contributions to knowledge networks and communities of practice.


Functional competencies:
  • Demonstrates corporate knowledge and sound judgment;
  • Self-development, initiative-taking;
  • Acting as a team player and facilitating team work;
  • Facilitating and encouraging open communication in the team, communicating effectively;
  • Creating synergies through self-control;
  • Managing conflict;
  • Informed and transparent decision making.

Required Skills and Experience

  • 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 highly preferred.
  • At least 5 years of relevant experience in providing financial management and accounting advisory services, 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.
  • Fluency in English and Kiswahili.