PNUD recruits 01 Finance and Administrative Assistant
Freetown, Sierra Leone
Finance and Administrative Assistant
Freetown, Sierra Leone
Freetown, Sierra Leone
09/15/2023, 02:25 PM
09/30/2023, 04:59 AM
Crisis management / Country Management Support
Regional Bureau for Africa
1 Year with Possibility for extension
Education & Work Experience
Bachelor’s Degree – 2 year(s) experience OR High School certificate- 5 year(s) experience
Fluency in English and national language of the duty station
Mobility required/no mobility
no mobility required
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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.
Job Purpose and Organizational Context:
UNCDF is in the process of implementing the Salon Access to Finance programme in Sierra Leone funded by the EU with the overall objective of contributing to sustainable and inclusive economic development and job creation in the agricultural sector. As part of the EU funded Jobs and Growth programme, “Salone Access to Finance” will promote financial inclusion, access to finance and risk management for agri-businesses. The component will specifically contribute to the two specific objectives: 1). Improved investment climate and business environment and 2). Agro MSMEs show improved performance and expansion.
The UNCDF programme is designed around 4 pillars:
3. Digital; and
4. Business environment
These will be complemented by a set of activities on Research and Knowledge sharing which cut across the different workstreams. The four mutually reinforcing pillars aim at enhancing access to financial services and diversifying risks across agricultural value chains. The program aims at boosting food and nutrition security, jobs, and wealth creation. The program will target specifically youth, women, and people with disabilities. The innovative design approach combines technical and financial assistance for MSMEs in the form of grants from UNCDF and loans obtained from local financial institutions together with technical assistance provided to financial services providers to handle a sector they are less familiar with. This approach comes with the development of a digital platform to facilitate the delivery of services, reporting and credit scoring of MSMEs active in the agricultural sector.
UNCDF intends to hire a Finance and Administrative Assistant to provide administrative support to the UNCDF team. Under the guidance and supervision of the Country Lead and Technical Specialist, the Finance and Administrative Assistant will provide support to the office operations performing a variety of standard administrative and finance processes ensuring high quality and accuracy of work.
The Finance and Administrative Assistant will work in close collaboration with the UNCDF regional and HQ Finance and Operations teams, the UNDP operations team in Sierra Leone and other UN agencies to exchange information and ensure consistent service delivery.
The incumbent will promote UNDP’s mandate as a gender-responsive organisationwith zero tolerance to discriminatory and abusive behavior, including sexual harassment, sexual exploitation and abuse.
Duties and Responsibilities:
Ensure implementation of operational strategies, focusing on achievement of the following results:
Maintenance of the supervisors’ calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, and/or taking minutes.
Maintenance of protocol procedures, ensuring a well-functioning office including managing all incoming correspondence, screening and sorting, ensuring proper review by the Team Lead.
Preparation of high-quality briefing materials for supervisors for appointments, meetings, missions; uses discretion, and at times in consultation with the Team Lead and/or colleagues to resolve issues and to keep scheduling conflicts to a minimum.
Preparation of informal translations from the local language to English or other language.
Full compliance of administrative activities with UN/UNDP/UNCDF rules, regulations, policies, and strategies.
Provision of inputs to the UNCDF administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
Provision of inputs to preparation of administrative team results-oriented workplans.
2. Ensures provision of effective communications support and efficient functioning of the UNCDF office focusing on achievement of the following results:
Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
Coordination of the information flow in the Programme Unit, and with other units in the office, follow up on circulation files as appropriate.
Manages the flow of visitors and telephone traffic ensuring that these are well planned and executed involving responding, directing and monitoring quality control in line with corporate operating standards.
Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisors’ offices and subordinate divisions.
Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
Translation of simple correspondences, when needed.
Manages the flow of electronic and paper mail effectively prioritized and managed including follow up on deadlines, actions and commitments covering a wide range of areas.
3. Ensures effective administrative and logistical support, focusing on achievement of the following results:
Arrangements of travel and hotel reservations and working with the respective UN Agencies/Units for the preparation of travel authorizations, processing requests for visas, identity cards and other documents.
Administrative support to conferences, workshops, and other stakeholder engagements.
Assist with timely processing of staff DSA, travel reimbursement, monitoring submission of reports and payment.
Arrangement of vehicle transportation for pick up and drop off for staff and consultants.
Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
Assist in the recruitment and contracting of short-term consultants, interns, and other procurement services.
Manage and monitor the timely receipt of partner reports.
Maintain the office and programme Support teams shared drive so that information is updated and may be readily identified and accessed by the UNCDF team.
Create information packages, letters of invitation relevant to upcoming events.
Create and manage UNCDF Sierra Leone contact database.
Represent the UNCDF Sierra Leone programme at meetings as and when advised and taking minutes/key points.
Manage and monitor attendance and leave schedule/Reports.
Maintenance of the filing system ensuring safekeeping of confidential materials.
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables, and reports.
Assistance in the preparation of budget and provision of information for audit.
4. Provides support to office maintenance and assets management, focusing on achievement of the following results:
Maintenance of records on assets management, preparation of reports.
Maintenance of files and records relevant to office maintenance.
Provision of support to maintenance of common premises and common services.
5. Ensures facilitation of knowledge building and management focusing on achievement of the following results:
Liaises with relevant CO teams in ensuring that relevant documentation and briefings are available well in advance for review prior to meetings involving Team Lead;
Participation in the training for the operations/projects staff on administration;
Sound contributions to knowledge networks and communities of practice;
Actively participates in the Organization of trainings to UN staff on coordination, administration, and protocol issues.
Plans and monitors own work, pays attention to details, delivers quality work by deadline
Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility:
Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination:
Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:
Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:
Appreciate/respect differences, aware of unconscious bias, confront discrimination
People Management Competencies:
Motivate and Direct:
Create and communicate a compelling vision and purpose
Align people and resources with organizational vision, strategy, objectives
Understand and proactively builds the team/organization culture
Identify and develop talent in individuals, providing positive support to enable them to achieve their potential
Foster learning or development of others by giving feedback, guidance, and support; support career development of others
Have willingness and ability to delegate to help people learn, including from failure
Manage Performance and Ensure Accountability:
Ensure regular conversations with people about work
Provide positive and constructive feedback
Discuss poor performance in a timely manner
Provide praise and recognition, as well as ensure accountability
Cross-Functional & Technical competencies:
Thematic Area Name Definition
Business Management Customer Satisfaction/Client Management
Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs
Provide inputs to the development of customer service strategy
Look for ways to add value beyond clients’ immediate requests
Ability to participate client’s upcoming needs and concerns
Business Management Operations Management
Ability to effectively plan, organize and oversee the Organization’s business processes in order to convert its assets into the best rules in the most efficient manner
Knowledge of relevant concepts and mechanisms
Administration and Operations Building facilities and office space management
Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy and procedure (POPP) for premises and facilities, including space standards; manage premises and facilities; validate financial statement notes on leasehold data.
Administration and Operations Events Management (including retreats, trainings and meetings)
Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Finance Financial Planning and budgeting
Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting, forecasting, analysis and reporting.
Knowledge of purchase-to-pay cycles, concepts, principles, and policies, and ability to apply this to strategic and/or practical solutions
Required Skills and Experience:
Secondary Education with specialized secretarial training and some Information Management training; University Degree or equivalent would be desirable, but it is not a requirement.
5 years of progressively responsible secretarial, administrative, programme experience is required. Excellent skills of word processing, data processing using office software packages (MS Word, Excel, PowerPoint, Programme Manager etc), experience in handling of web-based management systems.
Fluency in English and national language of the duty station.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Important information for US Permanent Residents (‘Green Card’ holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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