Back Admin & Finance Assistant

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with Governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

The 2030 Agenda for Sustainable Development Goals (SDGs) and the pledge to leave no one behind reflect the interconnectedness of health and sustainable development issues such as the widening economic and social inequalities, the climate crisis, rapid urbanisation, the continuing burden of HIV and other infectious diseases (e.g., malaria, tuberculosis, COVID.19), the growing burden of non-communicable diseases and the emergence of health threats. The scope and scale of delivering health and well-being for all demands innovative partnerships and financing.

UNDP’s partnership with the Global Fund (GF), in line with UNDP’s HIV, Health and Development Strategy 2016-2021: Connecting the Dots, makes a vital contribution to UNDP’s Strategic Plan 2018-2021, the 2030 Agenda for Sustainable Development and the pledge to leave no one behind.   When requested, UNDP acts as interim Principal Recipient (PR), working with national partners and the Global Fund to ensure management, implementation and oversight of GF grants, while simultaneously strengthening health institutions and systems for national entities to assume the PR role over time.

In Angola, the Ministry of Health and UNDP have had a long-standing, strategic partnership for health service delivery through Global Fund grants. Currently, UNDP is acting as the Principal Recipient for the 2018-2021 HIV Grant, in partnership with the National HIV/Aids Institute (INLS), other Government and Civil society partners. UNDP exercises its PR role in consultation with other UN agencies, bilateral donors and International Financing Institutions. In 2020-2021, UNDP will act as Principal Recipient for a consolidated HIV, malaria and tuberculosis Grant.

Most of the interventions planned in this Grant will be implemented at national level and in priority provinces based on their epidemiological burden. However, a new sub-national approach will be introduced in Benguela province. Its objective is to expand the coverage of high quality HIV, malaria and tuberculosis services for the most vulnerable populations: pregnant women, children under 5, adolescent girls and young women and key populations. To that end, UNDP will intensify monitoring & evaluation, supply chain management and technical assistance efforts at all levels of the health system in Benguela province, including community, health facility and laboratories. Lessons learned from the Benguela sub-national approach will inform the next Global Fund Funding cycle in Angola.
To help the UNDP Project Management Unit (PMU) deliver on the Grant expected results, UNDP Angola is recruiting an Administrative and Finance Assistant, to be based in Benguela.


 

Under the supervision of the Benguela Team leader with technical guidance from the Senior National Finance Specialist, the Administrative and Finance Assistant will:

1)    Provides support for the administration and implementation of programme/operations strategies focusing on achievement of the following results:

• Full compliance with UNDP and GF rules and regulations on financial recording/reporting system and follow-up on audit recommendations.
• Collection, analysis and presentation of information for identification of areas for support and programme formulation/ implementation.
• In coordination with Benguela Team Leader, draft and compile necessary documentation such as agenda, compilation of list of participants for seminars, workshops, trainings, and other project related events.
• Make logistical arrangements for seminars, workshops, trainings and other project related events, including venue reservation, arrangements of meals, translation/interpretation services, and required equipment, office supplies, arrangement of printing handout materials.
• Arrange translation of documents when required.
• Travel to training sites in Benguela, supporting the organization of the training activities  and making payments to the trainees, if required.
• Ensure timely recovery and liquidation of advances.
• Provide support in the organization of monitoring visits by the Benguela Office, the provincial health department and partners.
• Ensure the accurate and timely review of SR submitted accounting and expenditures documentation.
• Support the training of SR in financial management, especially during the LLIN mass campaign to ensure adequate compliance and quality of supporting documents.

2)    Provision of information for formulation of work plans, b focusing on achievement of the following results budgets, proposals on implementation arrangements and execution modalities;

• Tracking and preparing spreadsheets on the Global Fund grant funds.
• Revieing and processing of transactions in ATLAS.
• Support financial analysis by extracting financial information from ATLAS.
• Maintenance of the filing system.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Benguela Team Leader.
• Provides accounting and administrative support to the Benguela Team Leader focusing on achievement of the following results.

3)    Creation of projects in Atlas, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project;

• Support and follow-up with the Sub-recipients in the implementation of Global Fund grant activities.
• Presentation of information for audit of the Global Fund projects.
• Prepare periodic project briefings.
• Preparation of non-PO vouchers when necessary.
• Maintenance of an accurate internal expenditures control system including timely corrective actions.
• Creation of requisitions and registration of goods receipts  in Atlas.

4)    Ensure provision of administrative services, focusing on achievement of the following results:

• Serve as a custodian for stationary supplies, distribution stationary and keeping a log of distribution.
• Provide support to quarterly inventory exercise and creation of matrix for project inventories,
• Provide support to asset management and verification exercises.
• Maintenance of documents filling system.
• Prepare minutes of the meetings and translate various documents.

5)    Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

• Participation in the organization of training for the office staff on programme/operations related issues;
• Sound contributions to knowledge networks and communities of practice.

Core

• Innovation: Ability to make new and useful ideas work
• Leadership: Ability to persuade others to follow
• People Management: Ability to improve performance and satisfaction
• Communication: Ability to listen, adapt, persuade and transform
• Delivery: Ability to get things done while exercising good judgement

Technical/Functional

• Project Management: Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals
• Risk Management: Ability to identify and prioritize risks, and organize action around mitigating them
• Knowledge Management: Ability to capture, develop, share and effectively use information and knowledge

Education:    
Required:

• Secondary Education with specialized certification in Accounting and Finance;

Desirable:

• University Degree in Accounting, Finance, or Business Administration desirable, but it is not a require

Experience:    
Required:

• 5 years of progressively responsible finance experience is required;
• Experience in management, utilisation and reporting on project budgets
• Experience in providing administrative support to projects
• Experience in preparing briefing, report writing and meetings minutes
• 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 of web based management systems,

Desirable

• Experience in researching, extracting and compiling information desirable
• Experience in organizing events (seminars, workshops, training, etc) desirable
• Familiarity with inventory and asset control desirable
• Knowledge of UNDP/UN Policies and Procedures is highly desirable.

Language Requirements:    
Required:

• Fluency in Portuguese, both written and verbal

Desirable:

• Good working knowledge of English, both written and verbal

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.

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Contract Duration: 1 Year