Background 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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks. UNDP and UN FAO have developed the Joint Programme, Community-Based Forestry and Protected Area Management: Boosting Biodiversity Conservation and Improving Livelihoods of Forest-Fringe/Forest-Dependent Communities and Groups in Liberia. The project, funded by the Embassy of Sweden, seeks to strengthen management of community forests and protected areas in Liberia through improved governance of community forest management bodies, capacity building of forest regulatory institutions, empowerment of national CSOs/NGOs and Forest and Farm Producer Organizations, integrated natural resources management and the promotion of sustainable livelihood incentives for forest fringe communities. The Joint Programme, building on the experiences of each organization, will work across the following four components:
Component 1:Enabling policy, governance framework and institutional capacity for Community Forest Management. Component 2: Promote effective community-based management of Protected Areas and Integrated Natural Resource Management in the target landscapes Component 3: Create and strengthen resilient, low-emission land management, equitable, non-timber forest product smallholder value chains through sustainable business development of forest and farm producers, and their organizations (e.g., cooperatives) Component 4: Knowledge management, communication and awareness, gender mainstreaming, and monitoring & evaluation.Institutional Arrangement
Under the overall guidance of the Joint Programme Manager the Administrative and Finance Associate ensures effective execution of administrative and financial services and processes in Project and transparent utilization of its financial and physical resources. The Administrative and Finance Associate promotes a client-oriented approach consistent with UNDP rules and regulations. The Administrative and Finance Associate works in close collaboration with the Programme Specialist and Programme/Operations staff in the CO for resolving administrative and finance-related issues and exchange of information.
Duties and Responsibilities Carry out all day to day administrative, operational, budgetary and financial management functions of the project;
Support to Project Management for monitoring of budgets, financial management issues and functioning of the optimal cost-recovery system; Accounting and administrative support to the GIG pillar; Assist the Joint Programme Manager and Programme Specialist in liaising with different government agencies/UNDP/donor partners, NGOs and other key stakeholders; Maintain inventory of project assets and provide logistic support to workshop/seminar and other project activities; Provide assistance to prepare periodic accounting records, maintain delivery records, make project transactions in UNDP format, prepare draft budget revisions, shadow budgets, cost sharing and other financial and accounting reports; Support to make disbursement from petty cash and maintain expenditure statement, cashbook, bank register; and Facilitation of knowledge building and knowledge sharing; Provides effective support to management of the project, administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results: Presentation of information for formulation of country programme work plans, budgets, proposals on implementation arrangements and execution modalities. Entry of data of new grants into Atlas in the form of Annual Work Plans (AWPs), monitoring of their status; Provision of information for the audit of the project, implementation of audit recommendations; Implementation of the control mechanism for development projects through monitoring of budgets preparation and modifications; Tracking and reporting on mobilized resources; Preparation of reports.Provides accounting and administrative support to the Project focusing on achievement of the following results:
Prepare budget analysis and projections as required; Prepare weekly, monthly and quarterly progress reports and organize periodical progress reviews; Comply fully with UNDP rules and regulations for financial processes, financial records and reports and audit follow up; implement the internal control framework; Proper control of the supporting documents for payments, prepare document for vendors in Atlas; assistance in managing the project management and Payments; Maintain financial records for UNDP and government/national counterparts as required; Maintain the internal expenditure control system, which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas and that travel claims and other entitlements are duly processed; Timely corrective actions on un-posted vouchers, including vouchers with budget check errors, match exceptions, unapproved vouchers; Ensure timely, accurate and relevant financial reports to management, UNDP and donors, as well as the government as may be called for; Prepare timely and accurate Monthly Fund Utilization Report by Donor and by Budget Lines for the Management; Prepare timely and accurate Quarterly Expenditure Reports to be attached to Progress Reports for Donors; Enter accurately the AWP and subsequent Budget revisions along with Multi-year Budgets in the ATLAS for endorsement by management for approval and KK by Country Office; Proper control of the supporting documents for payments and financial reports; preparation of PO and non-PO vouchers; Maintenance of the Accounts Receivables for UNDP projects and follow-up with partners on contributions; Coordination of shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies; Presentation of thoroughly researched information for planning of financial resources for administrative services; Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters;This vacancy is archived.