Finance and Administration Assistant

Mission and objectives
UNDP works in more than 170 countries and territories, helping to achieve the eradication of poverty and the reduction of inequalities and exclusion. We help countries develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience to sustain development results. UNDP has been present in Malawi since 1964.

Working closely with the Government of Malawi, civil society and the private sector, UNDP’ s work aims to contribute to economic growth, sustainable environmental management, and democratic governance and accountability in Malawi.

UNDP’s Country Programme Document is closely aligned to the Malawi Agenda 2063 and supports Malawi’s aim to achieve the Sustainable Development Goals by 2030.

UNDP ‘s programme is designed to address the interlinked issues of poverty, inequality and vulnerability to shocks and is managed within two portfolios:

Responsive Institutions and Citizen Engagement which works towards strengthening effective, accountable and inclusive governance that promotes civic engagement, respect for human rights, rule of law, peace and democracy. It also works towards strengthening data generation and analysis.

Resilience and Sustainable Growth which focusses on enhancing economic innovation, inclusive business, job creation, and renewable energy access. It also works towards helping Malawi adapt to climate change and build resilience to disasters.

Context
The UNDP Malawi’s Country Programme Document 2024 – 2028 is closely aligned to the Malawi Vision 2063 and the first 10-Year Implementation Plan of the vision to support Malawi achieve Sustainable Development Goals by 2030. UNDP ‘s programme is designed to address the interlinked issues of poverty, inequality and vulnerability to shocks. With the majority of its population dependent on rain-fed, smallholder agriculture, Malawi is highly vulnerable to climatic shocks and stresses, which are increasing in intensity, frequency and unpredictability, making climate resilience ever more vital to safeguard Malawi’s development gains and secure a more prosperous future. Characterized by entrenched multi-dimensional poverty, with a large number of extreme poor people without sustained access to economic opportunity, coupled with weak national and sub-national institutions and systems to protect livelihoods, respond to shocks and generate economic growth, Malawi is one of the world’s countries most impacted by a changing climate.

Vulnerability in Malawi is primarily driven by chronic poverty, food and nutrition insecurity, high exposure to hazards and risks, inadequate provision and access to social services, lack of effective shock responsive social protection, disconnected shock preparedness, early warning and risk reduction systems, high exposure to hazards, limited economic opportunities, and weak coping capacity of households to withstand recurrent shocks and stresses, as reflected in its low ranking in the Human Development Index (HDI) and high ranking on climate vulnerability indices. Malawi’s energy consumption pattern shows a continued heavy dependence on primary energy. Cumulatively, access to electricity is just at 18%, with grid electricity contributing 11.4% while off grid solar photovoltaics accounting for the remaining 6.6%.

The access rate for electricity in the rural areas is even lower at 3.9%. Insufficient generation capacity, unreliable infrastructure, frequent outages, and severely low rates of ‘last mile’ connectivity impedes the availability and affordability of electricity. The work in climate change contributes to elevating people’s livelihoods against the impacts of climate change, thereby assisting millions of poor farmers moving out of poverty whilst gaining economic and social status in the communities. UNDP in collaboration with Government of Malawi with support from Flanders Government is implementing Empowerment of Women and Youth (E-WAYA) Project and the second phase of Climate Resilience Initiative in Malawi (CRIM) in Kasungu and Mzimba Districts.

Task description
Within the delegated authority and under the supervision of Joint Project Coordinator or his/her designated mandated representative(s), the UNV Finance and Administration Assistant will:

1. Financial Management:

• Prepare expenditure reports, budgets, revisions, and projections for CRIM II & E-WAYA Projects.
• Prepare financial reports for donors, UNDP and Government as per the requirement.
• Process timely payments to vendors, travel and other claims of staff in Quantum.
• Collaborate with vendors and the UNDP finance team to process timely payment
• Collaborate with the Finance team to file responses for Government Ministries on the project and its Finances as per the Government of Malawi and UNDP guidelines.
• Assist in the preparation of legal documents for contracting and procurement of goods and services, including maintenance and physical verification of assets.
• Facilitate preparation of financial audits, spot checks, and processes like annual, half-yearly and quarterly financial Reports.
• Filling and documentation of important papers

2. General Administration:

• Provide administrative and operational support for smooth implementation of project activities at district council level.
• Draft letters, invitations, meeting agenda and meeting minutes and make travel arrangements as needed.
• Organize logistics for meetings/workshops/ events.
• Support and guide Project Management units in all financial, administrative and operational issues.
• Coordinate with stakeholders within Kasungu District to enhance collaboration when implementing climate resilience projects within Kasungu District.
• Assist in the collation and compilation of data and information from the concerned implementing partner.
• Maintaining project documents, inventory, correspondence and communications
• Any other function as required pertaining to the effective implementation of the climate change programme.

3. Programmatic support – documentation:

• Provide support in the finalization of the Annual Work Plan (budget & financial component);
• Follow up with Project personnel on submission and compilation of regular and timely progress reports.
• Provide necessary operational support for the implementation of project activities;
• Maintain project-specific documentation and minutes of the important meetings; up-load all necessary documents on SharePoint.

4. Contract Management

• Facilitate in preparing and monitoring contracts, follow ups with the contractors/consultants
• Prepare database of the contracts issued for personnel, procuring goods and services, provide timely alert submission of deliverables and contract expiration & renewals;
• Follow-ups with vendors for timely submission of deliverables and invoices for settlement of payments.
• Liaise with district council to prepare and manage project procurement plans
• Support preparation and submission of Procurement Initiation documentation and follow-up with the UNDP procurement unit.

Note: Contract extension is dependent on continuation of mandate, availability of funding, operational necessity and satisfactory performance; there is no guarantee of assignment extension

Relevant experience
3 years

Languages
English, Level: Working knowledge, Required

Required education level
Bachelor degree or equivalent in Business Administration, Finance or related subject

Skills and experience
financial management and general administration or programme support service.

• Good understanding of administrative and financial management processes with strong coordination skills
• Possesses good understanding and knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Experience of working with District Councils, international organizations, NGOs/ INGOs including the UN
• Strives to keep job knowledge up to date through self-directed study and other means of experience learning.
• Demonstrates good knowledge of financial management tools and applies it in work assignments.
• Excellent working knowledge of MS Office- Word, Excel, Access, Power Point, SharePoint, Intra-Internet, e-mail applications etc.
• Ability to build and maintain constructive relationships with colleagues (and reports where inappropriate).

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