Admin and Finance Associate/SLI-NPSA7

Background

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.

Gender equality, centered on human rights, is both a development goal on its own and a critical factor for achieving sustainable development. It underlies one of the guiding principles of the 2030 Agenda for Development – the concept of 'leaving no one behind'. UNDP supports partners to eliminate gender inequalities through targeted, gender-focused programmes and by working to ensure that all development efforts take into account the experiences, needs, and contributions of women.

The Spotlight Initiative is an EU-UN programme whose vision is to have a country where every women and girl live a life free from all forms of sexual and gender-based violence (SGBV) and harmful practices (HPs) including early marriage and can enjoy sexual and reproductive health rights (SRHR).

UNDP Mozambique in collaboration with other UN Agencies is among the relevant partners that are highly involved with a set of interventions to effectively prevent and combat SGBV/HP.

UNDP interventions on Spotlight Initiative contribute to addressing some of the gaps in this intervention and towards the implementation of the following Sustainable Development Goals: Goal 16: Promote just, peaceful and inclusive societies; Goal 5: Achieve gender equality and empower all women and girls and Goal 3: Ensure healthy lives and promote well-being for all at all ages.

This is aligned with UNDP’s democratic governance mandate and practice focuses on fostering inclusive participation, strengthening responsive governing institutions, and promoting democratic principles and as well as with the UNDP HIV, Gender and Human rights mandate that links also HIV to GBV/ HP Meet the HIV needs of women and girls and stop sexual and gender-based violence.

It is against this background that UNDP Mozambique aims to recruit an Administrative and Finance Associate.
Scope of Work

Key Responsibilities:

The Key function of the Administrative and Finance Associate is to provide effective administrative and financial support services to the Spotlight Initiative and UBRAF Projects, in full compliance with all relevant UNDP rules and regulations and procedures to ensure sound implementation of the projects and the ultimate delivery of Projects results as formulated in the Project Documents, within the approved budget. To achieve this, the successful candidate will perform the following duties and responsibilities:

Provide administrative and logistical assistance to the Project:

Provide services in the area of human resources. Such as recruitment of short-term experts/consultants, including drafting recruitment reports and evaluations;
Review and file incoming and outgoing communications, draft correspondence, memos;
Facilitate travel arrangements: initiate travel authorization for approval, reserve flight schedules, coordinate with the Country Office Operations section for relevant travel advances and claims;
Ensure safekeeping and maintenance of project equipment and assets as well as a regular update of the inventory list;
Ensure proper office functioning (timely purchasing of office supplies, payment of rent, utilities, communication, and procurement of fuel for cars, assist with photocopying and scanning of relevant project documents, etc.);
Provide administrative and logistical support to meetings and seminars organized in the frame of the Project. This includes preparing budgets, selection of venue, coordinating travel and lodging of participants, DSA, etc;
Perform other relevant duties as required.

Financial, Procurement and HR Management, Monitoring and reporting:

Assist the Project Managers with the scrupulous financial implementation of the project in compliance with all relevant UNDP rules and regulations;
Assist with preparation of the Annual Work Plans, budget mid-year reviews, and other required financial updates;
Maintain up-to-date Annual Work Plan, accurately recording financial transactions, tracking spending and financial commitments;
Assist in monitoring project activities by reviewing project financial documentation and preparing a variety of records, including progress reports vs. budgets, and financial expenditures;
Assist with preparation of accurate financial reports for UNDP and donors on behalf of SLI and UBRAF Projects, as needed;
Prepare all procurement and financial requests, activities, and documentation related to the Spotlight Initiative (SLI) and UBRAF projects; taking corrective actions as needed and reporting any unusual activities.

Institutional Arrangement

The Administrative and Finance Associate will be supervised by the Gender Project Analyst. The Programme Analyst HHD will be the matrix supervisor
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 within the national Institutions environment through sharing of information and personal example;
Actively works towards continuing personal learning and development.

Job knowledge and technical expertise:

Good financial and budgeting skills;
Ability to manage complex data, monitor, and analyze budgets;
Ability to prepare financial reports;
Excellent IT skills.

Delivery: Management and Leadership:

Consistently approaches work with energy and a positive, constructive attitude;
Ability to perform a variety of repetitive and routine tasks and duties related to finance;
Ability to handle a large volume of work possibly under time constraints;
Ability to organize and complete multiple tasks by establishing priorities.

Communication:

Listens to develop an awareness of client’s needs;
Respects difference of opinion;
Finds common ground to solve problems;
Demonstrates behaviors such as teamwork, maintaining relationships, and seeks guidance from supervisor to address issues.

Required Skills and Experience

Education:

Completion of secondary education with 7 years of experience or Bachelor’s degree in finance, management, accounting, business administration, or related areas, with 4 years of experience;
Long-listed candidates may be required to undergo the UNDP Accountancy & Finance Test (AFT).

Experience:

7 years (with secondary education) or 4 years (with Bachelor’s Degree) of relevant work experience with proven ability to provide administrative and financial services, and oversee and manage budgets for complex projects with a diverse range of partners (Government, donors, or CSOs);
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and spreadsheets;
Demonstrated experience in working with database packages and/or in handling web-based management systems;
Previous experience with UN financial systems will be a strong asset.

Desired additional skills and competencies:

Actively works towards continuing personal learning and development;
Ability to manage complex data, monitor, and analyze budgets;
Ability to prepare financial reports;
Consistently approaches work with energy and a positive, constructive attitude;
Ability to organize and complete multiple tasks by establishing priorities;
Listens to develop an awareness of client’s needs;
Finds common ground to solve problems.

Required Language(s) (at working level):

Fluency in English and working knowledge of Portuguese are required.