UNCDF recruits 01 Administration and Finance Analyst

Job description

1. Provides effective administrative management and logistical support focusing on the achievement of the following results and work products:

Ensuring smooth running of daily operations in the office;
Preparing and monitoring budget forecasts, cost allocations, and expense reports;
Planning travel, including the quarterly travel plan, travel requests, UNDSS requests;
Arranging travel and hotel reservations, preparing travel authorizations, processing requests for visas, passports and other documents;
Coordinating visa approvals and travel authorizations issued by the government counterpart in close collaboration with UNDP Visa Unit;
Processing travel expense claims (TEC) by preparing and collecting supporting documents, ATLAS voucher transactions, DSA calculations, approval obtainments;
Coordinating new personnel arrangements such as requests for organizational email accounts, ID cards, vendor forms;
Translating and preparing official documents as necessary;
Creating requisitions in ATLAS;
Requesting payments (against Purchase Order (PO) / contract/ agreement, and non-PO payment vouchers), and dispatching the same;
Requesting certificates of payment from consultants and preparing payment requests;
Assisting the Project Manager to resolve questions related to budgets, payments, procurement and resources;
Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in ATLAS;
Maintaining records on assets management and preparing reports;
Preparing logistics for programme meetings, workshops and seminars;
Developing and maintaining the filing system, ensuring safekeeping of confidential materials;
Organizing shipments, customs clearance arrangements, preparing documents for shipments and mail (received and sent);
Translating simple correspondences, as needed; and
Supporting the programme in the management of knowledge sharing events and logistics related the knowledge management and communication activities.

2. Supports programme financial resources management focusing on the achievement of the following results and work products:

Full compliance with UN/UNDP/UNCDF rules, regulations, and policies on financial activities, financial recording/reporting system and audit recommendations;
Routinely monitoring financial exception reports for unusual activities, transactions, and investigating anomalies;
Checking that requisitions, POs and vouchers are adequately labeled; and
Supporting as needed in the projects’ audit and controlling the follow up.

3. Supports the management of procurement processes focusing on the achievement of the following results and work products:+

Coordinating procurement and recruitment processes including drafting terms of references (TORs) and contracts in close collaboration with HQ Management Support Team and UNDP Procurement Office;
Acting as a liaison with UNCDF programme support, operations and finance units. Managing programme procurements with technical input from the team, determining procurement strategy and requirements and implementing procurement according to UNCDF policies;
For local procurement – developing requests for quotes (RFQs) from local vendors and local consultants, obtaining quotes, evaluating and proposing vendors for selection. Monitoring procurement with other UNCDF units to ensure timely advertising and collection of quotes. Verifying vendors’ eligibility and ensuring they are in the UNCDF ATLAS system. Verifying quality and receipt of goods;
For international procurement – proposing strategies for procurement with team input. Developing and maintaining the UNCDF expert roster for the programme. Monitoring international procurement with UNCDF HQ to ensure Requests for Proposals (RFPs) are adequately advertised and responses collected. Assisting in the evaluation and finalization of the selection reports;
Preparing supporting documents for contract approval and case submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
Managing contracts through the monitoring of contract expiration, the on-time renewal of contracts, and/or the tracking of deliverables;
Preparing inter-office memorandums, justification notes, and other supporting documents as necessary for procurement matters;
Managing the Uganda-programme procurement plan and coordinating the timely procurement of services and goods;
Supporting in the development and management of supplier rosters, the elaboration of supplier selection and evaluation, and quality and performance measurement mechanisms;
Managing the relationship with all programme vendors and consultants. Soliciting necessary forms and information, requesting evidence of completed tasks. Ensuring that consultant evaluation forms are solicited upon completion of work and results are analyzed; and
Timely payment for services and goods rendered.

4. Supports the management of the resources mobilized by the regional programme focusing on achievement of the following results and work products:

Analysis of information on donors’ funding;
Tracking of and reporting on mobilized resources;
Reviewing of contribution agreements, managing and monitoring contributions in ATLAS;
Advising programme staff on donor reporting requirements; and
Monitoring financial reports to be submitted to donors.

Job requirements

A minimum three (3) years (with Masters’ degree), or, minimum five (5) years (with Bachelors’ degree) of relevant experience at the national and/or international level in project/programme formulation, management, accounting, finance, operations, administration or audit services.
Minimum three (3( years (with Masters), or, min five (5) years (with Bachelor Degree) of relevant experience in Programme management, budget administration or programme support service and related fields.
Experience with a UN organization/agency is desirable.
Comprehensive knowledge of UNCDF programs in West and Central Africa is an asset.
Advanced knowledge of Microsoft Office package such as Word, Excel, PowerPoint, Outlook, Skype is required.
Specialized training in office management and administration is highly desirable.
Both full Fluency in both French and English is required.

This position is for Senegalese Nationals only

Application deadline: 16-Dec-20

Pour postuler à ce poste veuillez visiter jobs.undp.org.