Job Title:  Finance and Administration Associate

Organization: United Nations Development Programme (UNDP)

The United Nations Resident Coordinator’s Office (RCO) in Uganda supports the Resident Coordinator and the UNCT to effectively implement UN programmes in line with the United Nations Development Assistance Framework (UNDAF), UN Delivering-as-One (DaO) reform objectives, the MDGs, the new Post 2015 International Development Agenda as well as other emerging priorities. The newly established Pulse Lab Kampala is a UN interagency initiative under the RCO. Pulse Lab Kampala (PLK) is  part of Global Pulse, an innovation initiative in the Executive Office of the United Nations Secretary-General, harnessing today’s new world of digital data and real-time analytics to gain a better understanding of changes in human well-being.

Job Summary:  The Finance and Administration Associate will be responsible for the provision of effective financial and administrative support and ensuring efficient day-to-day operation of the RCO and Pulse Lab Kampala. The incumbent works in close collaboration with the operations, programme and projects’ staff in the RCO and PLK, UNDP and DOCO as required for resolving complex finance-related issues and exchange of information, and coordinates with other UN agencies and partners.

Key Duties and Responsibilities: 

• Provide financial Support to the programmes and projects under RCO and PLK
• Technically support the management of programme and project budgets of RCO and PLK (including creating of projects in Atlas, preparation of required budgets and budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project).
• Regularly review of Financial Reports; preparation of non-PO vouchers for development projects.
• In charge of the maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas.
• Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas.
• Making budget check for requisitions, POs and vouchers.
• Ensure the provision of guidance to the executing units on routine implementation of projects.
• Presentation of information for audit, supports implementation of audit recommendations.
• Actively co-ordinate with other UN finance and budget staff on related issues during preparation of budget reports.
• Contracts administration including supporting the process for the identification, selection, supervision and payment of appropriate vendors.
• Administrative support to the RCO and PLK in line with UNDP rules and regulations
• Manage administrative and human resource processes according to UN rules and regulations.
• Coordinate recruitment and staff administration in collaboration with appropriate UN partners.
• Support to timely procurement and recruitment processes according to financial regulations to allow national and district offices to function smoothly.
• Ensure that the office premises meet UN security requirements.
• Asset management including ensuring the safekeeping of office property, annual physical inventory, preparing reports and cost analysis, and recommending replacement/disposal of equipment and supplies.
• Support general office management, including cleaning services and the procurement, maintenance and repair of equipment and supplies.
• Support the planning and execution of large-scale events.
• Undertakes all administrative arrangements for meetings, workshops, trainings, seminars and visitors etc.
• Support with protocol matters and travel arrangements (i.e. airline tickets, visas, hotels, daily subsistence allowance, vehicle maintenance).
• Ensure compliance with all UN Rules and Regulations regarding operational systems and procedures, and establish relevant internal controls.
• Support any other administrative assigned.
• Administrative support to Resource mobilization
• Track and reporting on mobilized resources for the RCO/ PLK and joint UN programmes/ funds.
• Review of contributions agreement and managing contributions in Atlas.
• Prepare budget overviews/ accountability reports for resource mobilization purposes
• In charge of providing facilitation of knowledge building and information sharing in relation to Finances and Administrative issues.
• Offers guidance and support to capacity-building trainings for RCO and PLK staff at the national and district levels particularly on operational issues.
• Recording and synthesis of lessons learnt and best practices in relation to operational issues.
• Sound contributions to the Operations Management Team, knowledge networks and communities of practice.
• Update / maintenance of information management systems.

Qualifications, Skills and Experience: 

• The United Nations Finance and Administration Associate should hold a bachelor’s degree in business, finance, accounting, administration or related discipline.
• A combination of a high school certificate and ten years relevant experience may be accepted.
• Six years’ experience in administrative and office operational support roles
• A minimum of two years’ experience managing office operations
• Strong IT skills, knowledge of ATLAS
• UN experience desirable.

Language and IT Skills: Fluency in both written and spoken English. Knowledge of a language widely spoken in Uganda is required.

Personal Competencies:

Core Competencies:

Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Functional Competencies:

• Working knowledge of United Nations/ UNDP Rules and Regulations relating to procurement and administration
• Detailed working knowledge of administrative rules and regulations
• Strong IT skills, knowledge of ATLAS
• Possess the ability to provide input to business processes re-engineering, implementation of new systems
• Possess the ability to supervise and train support staff
• Leadership and Self-Management skills
• Excellent computer skills (including finance and administration systems)
• Ability to maintain a variety of complex records and to prepare reports from such
• Excellent communication, documentation and presentation skills

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.

How to Apply for the job:

All suitably qualified and interested candidates who so desire to join the United Nations Development Programme, UNDP, in the aforementioned capacity should endeavor to Apply Online by Clicking on the link below. Please further review job requirements and if competent Click Apply Now.

Click Here

Deadline: 27th March 2015

Click here to see more jobs available

  Job opportunities, JOBS, UNDP