Finance/Admin Associate

United Nations Development Programme (UNDP)

Background

The National Registration Bureau (NRB) of Malawi is legally mandated to implement and maintain a National Registration and Identification System (NRIS) to register and issue identity cards to all citizens 16 years of age and older. UNDP has provided preparatory technical assistance to the NRB in the elaboration of a NRIS Concept of Operations, the design and development of critical software and operational procedures, and support to a successful Proof of Concept exercise conducted in early August 2016. A Project for NRIS has been designed and negotiated with Government and Development Partners around the Concept of Operations. The Concept of Operations foresees UNDP directly implementing the registration and issuing of a biometrically-secure identity smart card to approximately 9 million citizens in 2017, and the establishment of a national registry to process and store individuals’ records in a central database. Thereafter, the system is to transition to a continuous registration system that will be progressively transferred to NRB in the course of 2018 to annually register an expected half-a-million new registrants as well as updating existing registrants’ information. It is expected that with institutional and capacity development as an integral component of the Project, NRB will be positioned to independently administer, manage and operate the NRIS from 2019 onward.
The NRIS Project is expected to deliver potentially transformative benefits for governance in Malawi, redressing fundamental obstacles in satisfying the right to identity and to progress the ambition of Sustainable Development Goal 16.9, to ensure legal identity for all. A whole of government approach towards the adoption of use of the system is pivotal to both maximize the benefits of the system and to achieve these goals, as well as a return on investment. The NRIS Project is designed around two principal phases: direct implementation of the mass registration exercise in 2017 with preparatory institutional and capacity development; and, a transitional process to fully capacitate and transfer the management and administration of a continuous registration process to the NRB in the course of 2018. Integral to delivering on these operational goals will be a close partnership with NRB, engagement with a broad spectrum of Ministries, Departments and Agencies (MDAs) on the adoption of the technology and modeling of their business processes, engagement with civil society and other stakeholders, the UN Country Team, and a close partnership with donors engaged in the Project and contributing to the Basket Fund.
Under the guidance and direct supervision of the Basket Fund Manager, the Finance and Administrative Associate is responsible for the financial and administrative operations of the NRIS Project. The Associate will provide support in the financial transactions and management, in compliance with UNDP rules and regulations. The Associate will undertake transactions in the web-based system Atlas, maintain update of financial and administrative records, setup appropriate checks and balances that ensure the smooth and successful implementation of the project.
Duties and Responsibilities
Provide efficient administrative support to the project, focusing on the following results:
  • Undertake daily administrative support to the project activities and operations in the Project Management Unit (PMU);
  • Contribute administrative support in the project planning, implementation arrangements and contracts administration processes;
  • Provide support in the project human resources processes, including the recruitment process, contract management and timely disbursement of payments;
  • Utilize the web-based applications (Atlas) in implementing the project administrative actions and processes;
  • Maintain appropriate records and files on the project administrative information/ data for ease storage, retrievals and use;
  • Manage project office supplies
Ensure Accurate financial management and adminstration processes, focusing on the following results:
  • Contribute in the sound financial management, through underrating accurate transactions, generation of budgets, expenditure details and tracking delivery trends, amongst others;
  • Prepare and process financial requests for payment, ensuring that the requests are accompanied by adequate original and legal supporting documentation;
  • Undertake budget revisions to reflect the latest needs of the project, in accordance with the budget revision Standard Operating Procedures;
  • Ensure accurate financial management and accounting in the use of project funds, in compliance with the UNDP rules and regulations;
  • Prepare financial reports to UNDP and donors in the required format;
  • Monitoring of contributions in accordance to agreements;
Provide effective financial/ administrative monitoring and reporting,  focusing on the  following results:
  • Effectively use the Results Based Management (RBM) tools, when monitoring and reporting on the project financial and administrative operations;
  • Ensure that all project transactions are properly recorded and filed such as the staff contracts, payment receipts and checks, inventory of purchased equipment and materials;
  • Regularly liaise with UNDP Finance Unit to ensure that vouchers are picked up by the pay cycle and payments are ready on time.
  • Prepare and provide adequate project information and supporting documentation for audits purposes, as when required;
  • Regularly monitor the project financial transactions and expenditures, ensure timely financial clean-ups, reconciliation, revision cost and recovery are undertaken (Atlas);
  • Generate project financial and expenditure detailed reports, as when required;
  • Regularly undertake account analysis.
Contribute to knowledge building and information sharing, focusing on the following results:
  • Identification and share best practices ways of financial management and accounting for project resources;
  • Sound contributions to knowledge networks and communities of practice.
  • Undertake capacity building to partners.

Required Skills and Experience

  • Completion of Secondary Education with Specialized Certification in administration, Accountancy, Finance, Business Administration or related field or equivalent from a recognized institution.
  • University Degree in the above fields is desirable but not a requirement.
  • A minimum 7 (Seven) years of experience at the national or international level in providing financial and administrative support services, hands-on experience relevant accounting experience with ATLAS and or web based management systems. Good analytical skills, usage of computers and other office software packages will be a distinct advantage; Familiarity with electoral and national registration system is an advantage.
  • Demonstrated experience in providing finance and administrative support to complex and demanding projects, such as civic registration, voters and census or others is required. Experience in the United Nations, and/ or other multilateral organization, especially knowledge of UNDP rules and regulations on project finance administration and use of results based management tools is desirable. Demonstrated working skills in teams and multicultural environment to achieve demanding project goals.
  • Excellent analytical, communication, finance administration and reporting skills, both written and oral.
  • Fluency in English and Chichewa is essential

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