Back Administrative/Finance Associate(Supplier Development Programme)

  • Added Date: Friday, 12 January 2018
  • Deadline Date: Thursday, 25 January 2018

UNDP operates in more than 170 countries and territories around the world. UNDP offers global perspective and local insight to help empower lives and build resilient nations that can withstand crisis, and that drive and sustain growth that improves the quality of life for everyone.

In Botswana, the role of UNDP is shaped by the status of the country as an upper middle-income country. UNDP has been collaborating with the Government, civil society and the private sector to develop solutions to meet global and national development challenges. UNDP’s approach has been to develop and sustain strategic partnerships that find innovative solutions to address gaps on both the demand and supply side of development processes.

Botswana has reached a relatively high level of infrastructure development, is well-resourced and able to fund most of its developmental needs. However, Botswana requires best practices, high-quality policy advice on how best to respond to challenges associated with its middle-income status, including widening inequalities and disparities, persistent poverty among population groups, and climate change and natural disaster risks.

This project will support both the public and private sector to adopt the Supplier Development Programme (SDP) as a strategic tool to insert indigenous firms in the supply chains and to build their competitiveness through skills development. Small businesses are associated with low levels of productivity. They rarely get access to financing for innovation, support for exports or access to public procurement tenders. They face unequal relations in supply chains that mean that costs and risks are often pushed down to them by larger firms.

In support of its development mandate, UNDP Botswana has partnered with government of Botswana and private sector to implement the Supplier Development Programme (SDP). The project aims to create demand-based, market-driven opportunities for SMEs to increase their competitiveness through the innovative Suppliers Development Methodology while connecting essential small-scale producers/suppliers to larger markets locally as well as abroad. Additionally, it will strengthen the entrepreneurial ecosystem in country to encourage innovation and create employment.

As a tool, the SDP has a targeted approach to engage large scale companies purchasing (or willing to purchase) goods and services from SMEs.  The SDP focuses on integrating suppliers into a strategic relationship that allows them to improve their productivity, competitiveness, and quality of products. The SMEs will go through a rigorous six stage improvement process over a period of 12 months with close involvement of the lead/anchor company. The improvements brought about in these SMEs will enable them to produce/manufacture more goods in better quality, less time and low costs; enhance their capacity to explore and enter new markets including export markets. This important linkage between large sourcing companies and their small suppliers’ remains central to the assistance, helping the SME’s to expand and generate employment opportunities. The project will focus on five (5) priority sectors of Mining, Agro Processing, Leather, Projects (infrastructure), and Textile to develop the associated value chains. This project is a component of the larger programme called “Support to Economic Diversification and Inclusive Growth Project” signed with the Ministry of Investment and Trade (MITI).

Summary of key functions:

In this role, the Project Manager will be responsible for project management ensuring quality and results by:

  • Administrative management;
  • Financial management;
  • Procurement;

1. Function/Expected Results: Administrative management

  • Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
  • Coordinate and prepare documents necessary for the launch of procurement processes and issue contracts;
  • Supervise other support staff (Assistant, Drivers) and coordinate short-term consultants;
  • Assume overall responsibility for the coordination of administrative matters;
  • Provide advice to the team on financial and administrative issues.

2. Function/Expected Results: Financial management

  • Monitor budget expenditures and maintain a proper record of approved project budgets and their revisions;
  • Prepare proposals for budget revisions;
  • Upon request, prepare and submit expenditure and programme budget status reports;
  • Maintain accurate budget reporting in both UNDP standard templates;
  • Prepare other recurring reports as scheduled and special reports as required for budget/financial preparations and audit;
  • Respond to queries from the UNDP with respect to financial aspects of the programme, liaise with UNDP-appointed and external auditors wherever required;
  • Undertake other financial and administrative tasks as required.

3. Function/Expected Results: Procurement

  • In accordance with the Work Plan coordinate and contribute to the procurement of equipment, supplies and services;
  • Prepare the procurement plans for the projects and monitoring of their implementation;
  • Create and manage e-requisitions in ATLAS;
  • Coordinate equipment maintenance and insurance as required;
  • Ensure that contractual processes follow the stipulated UNDP procedures;
  • Clear and ensure delivery of equipment and supplies procured for the various programme sites.

Job Knowledge and Technical Expertise

  • Understands more advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines;
  • Serves as internal consultant in the area of expertise and shares knowledge with staff;
  • Continues to seek new and improved methods and systems for accomplishing the work of the unit;
  • Demonstrates comprehensive knowledge of information technology and applies it in work assignments.
  • Ability to perform a variety of specialized tasks related to Results-Based Management, including support to design, planning and implementation of Programme, managing data, reporting;
  • Ability to provide input to business processes, re-engineering, implementation of new system, including new IT based systems;
  • Ability to engage with various partners and stakeholders at different levels, to establish and maintain contacts with senior-level officials of the host government and represent UNDP in national and regional fora;
  • Ability to communicate effectively, both orally and in writing, is required to obtain, evaluate and interpret factual data and to prepare accurate and complete reports and other documents;

Leadership and Self-Management

  • Focuses on result for the client and responds positively to feedback;
  • Ability to achieve results and meet strict deadlines in an effective manner, maintaining a high-quality standard throughout;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Tolerates conditions of stress, uncertainty or ambiguity and continues to maintain a positive outlook and to work productively.

Knowledge Management and Learning

  • Shares knowledge and experience;
  • Promotes a supportive environment to enhance partnerships, leverages resources and build support for UNDP’s strategic initiatives;
  • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.

Corporate Competencies

  • Demonstrates integrity by modelling the UN’s values and ethical standards;
  • Promotes the vision, mission, and strategic goals of UNDP;
  • Builds staff competences, creating an environment for creativity and innovation;
  • Builds and promotes effective and emotionally intelligent teams;
  • Adapts easily to rapidly changing, multiple pressing demand work context;
  • Leverages conflict in the interest of UNDP and sets standards;
  • Shares knowledge across the organization and builds a culture of knowledge sharing and learning;
  • Examples fair and transparent decision making and calculated risk-taking, and;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.


  • University Degree in economics, finance, accounting, law, public administration or other related field.


  • Five years of complex experience in administrative work, accounting/finance, economics, or other substantive area is required;
  • At least two years of previous experience in development assistance or related work for a donor organization, consulting company, or NGO is compulsory. Previous experience with EC/UNDP is a very strong advantage;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling web-based management systems.

Language Requirements:

  • Excellent written and verbal communication skills in English.


Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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Contract Duration: One Year

This vacancy is archived.

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