Administration and Finance Assistant

Details

Mission and objectives

General Assembly Resolution 2186 (XXI) decided to “bring into operations the United Nations Capital Development Fund as an organ of the General Assembly which shall function as an autonomous organization of the United Nations. The UN Capital Development Fund (UNCDF) assists developing countries, especially least developing countries, in the development of their economies by supplementing existing sources of capital assistance by means of grants, loans, and guarantees. UNCDF’s vision is to help mobilize and catalyze an increase of capital flows for SDG impactful investments to Member States to address the most pressing development challenges facing vulnerable communities in these countries and thereby contribute to sustainable economic growth and equitable prosperity. UNCDF utilizes its unique capability in the UN system to deploy grants, loans and guarantees to crowding finance for the scaling of development impact. UNCDF focuses on where the needs are greatest, a deliberate focus and capability rooted in UNCDF’s unique investment mandate to support the achievement of the 2030 Agenda for Sustainable Development and the realization of the Doha Programme of Action for the least developed countries, 2022–2031. UNCDF’s work is focused on six priority areas, including:

• Sub-national and local infrastructure financing
• Women-owned enterprise financing
• Nature and climate financing
• Energy and decarbonization finance
• Sustainable food systems financing
• Inclusive digital finance

Context

In Malawi, UNCDF is driving several impactful programs. The Digital and Financial Services (DFS) for Resilience Programme in partnership with the European Union and OACPS focuses on fostering digital finance innovations and supporting policies and regulations that enhance the accessibility and usage of DFS. The ID and Digital Identity Programme, in partnership with the Reserve Bank of Malawi and the India UN Development Partnership Fund, is advancing the development of an e-KYC platform aimed at creating a centralized database to support financial inclusion and economic empowerment. Additionally, the Energy Transition and Productive Use Energy (PUE) Project in partnership with GIZ promotes access to solar-powered productive-use energy technologies, enhancing their availability through Results Based Financing model. UNCDF requires an Administration and Finance Assistant to support the programme implementation in Malawi, working under the supervision of UNCDF Digital Finance Country Specialist, based in Lilongwe, Malawi. The Administration and Finance Assistant will play a critical role in supporting the workflow of the team. He/she will support key functions such as procurement, admin support, budget revisions and reporting, as well as all clerical and support staff roles for the programme in accordance with UNCDF/UNDP Programme and Operations Policies and Procedure and applicable rules and regulations. The Administration and Finance Assistant will work in close collaboration with the operations and programme staff in other UNCDF offices/teams such as headquarters/ Office of Finance and Management Services’ regional and HQ colleagues, Procurement and Operations colleagues and will lend support in the management of contracting, vendor management and budget-related issues.

Task description

Within the delegated authority and under the direct supervision of the Financial Inclusion Specialist and the indirect supervision of the Programme Management Specialist or their designated mandated representative(s), the UNV Financial Inclusion Project Analyst will:

1. Provide effective administrative management and logistical support focusing on the achievement of the following results and work products (30%):
   • 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, Quantum 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 Quantum;
   • 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 Quantum;
   • 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. Support programme financial resource management focusing on the achievement of the following results and work products (30%):
   • 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 labelled; and
   • Supporting as needed in the projects’ audit and controlling the follow up.
3. Support the management of procurement processes focusing on the achievement of the following results and work products (40%):
   • Coordinating procurement and recruitment processes including drafting terms of references (TORs) and contracts in close collaboration with HQ Finance and Management Services Team.
   • 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 Quantum 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 Malawi-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;
   • Timely payment for services and goods rendered.

Eligibility criteria

Age

18 – 80

Required experience

3 years

Nationality

Candidate must be a national or legal resident of the country of assignment.

Assignment requirements

Relevant experience

3 years

Languages

English, Level: Fluent, Required Chichewa, Level: Fluent, Required

Required education level

Bachelor degree or equivalent in Business Administration, Bachelor of Commerce, Finance, Procurement and Logistics, Social Sciences, and any other related fields is desirable, but not required.

Competencies and values

Professionalism: demonstrated understanding of operations relevant to United Nations Capital Development Fund; technical capabilities or knowledge relevant or transferrable to United Nations Capital Development Fund procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; Integrity: demonstrate the values and ethical standards of the UN and United Nations Capital Development Fund in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority; Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues; Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities; Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups; Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards United Nations Capital Development Fund mission and vision, as well as to the UN Core Values.

Skills and experience

• At least 2 years of demonstrated experience in administration and office management.
• Demonstrated experience in usage of computers and office software packages (MS Word, Excel, etc.)
• Proven experience in procurement; certificate of CIPS Level 2 and above will be an asset.
• Demonstrated research and analytical capacity;
• Handson experience working with the UN Quantum system and UNDP procurement processes is preferred.
• Demonstrated communication skills
• Previous work experience in Malawi is highly desirable.
• Collaborative work approach and strong team work skills.
• Demonstrated professional competence and conscientious meeting of commitments, observation of deadlines, and achieving results.
• Willingness to undertake periodical field mission within the region
• Ability to establish and maintain productive partnerships with national partners, stakeholders, and service providers.

Area(s) of expertise

Administration

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