Back Finance and Admin Associate

Background
  Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
  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.
  <Job Purpose and Organizational Context>

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 is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP

UNDP The Gambia is supporting the implementation of the Stockholm Convention on Persistent Organic Pollutants; which is a global treaty adopted by the Conference of Plenipotentiaries (CoP) on 22nd May 2001 in Stockholm – Sweden, to ‘protect human health and the environment from chemicals that remain intact in the environment for long periods and become widely distributed geographically, accumulate in the fatty tissue of humans and wildlife, and have harmful impacts on human health and on the environment’. 

Given that the Republic of The Gambia is party to the Stockholm Convention and is therefore obligated to among other things, ensure the prohibition and /or elimination of the production and use of intentionally produced POPs; also ensure the reduction or elimination of releases from unintentionally produced POPs; whilst ensuring the environmentally sound management of stockpiles and wastes consisting of, containing, or contaminated with POPs.

To this end, UNDP The Gambia acquired funds from the French Facility for the Global Environment (FFEM) to implement the project entitled: “Strengthening national and municipal capacities for the sound management of PCBs and uPOPs in The Gambia” to facilitate improvement in the management of PCBs and Municipal Solid waste in The Gambia. Broadly, the project is expected to achieve the following results:

• Ensure the decommissioning and environmentally sound disposal of PCB waste; and
• Take measures to reduce emissions and releases of unintentionally produced POPs (uPOPs) from the uncontrolled open burning of waste.

  The project will be implemented through four components: Component 1: Strengthening of legal frameworks and administrative processes for the sound management of PCBs and the reduction of uPOPs releases; Component 2: Environmentally Sound Management of PCBs and PCB Contaminated Sites; Component 3: Minimize uPOPs releases from open burning of waste; Component 4: Information and awareness raising, monitoring and evaluation, learning and evolving feedback. 

  
    Duties and Responsibilities
  1.)   Support administration and implementation of operational strategies and adapt processes and procedures.
  • Ensure project financial processes, financial records and reports, and audit follow-up comply with UNDP Programme and Operations Policies and Procedures (POPP). Implement effective internal control framework.
  • Support office management in preparing and reviewing project finance business processes mapping and elaboration of the content of internal standard operating procedures in finance in consultation with the direct supervisor and office management.
  • Provide input for implementation of cost-saving and reduction strategies in consultation with the office management.
  • Maintain financing and trust fund agreements, follow up on contributions with the respective project teams (the project team should be contacting the donor) within the resource mobilization efforts.
  • Routinely monitor financial exception reports for unusual activities and/or transactions; and investigate anomalies or unusual transactions. 
  • Provide inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

    2.)   Support administration of budget management, clearance of budges for project, and functioning of an optimal cost-recovery system.

    • Provide researched information for planning and status of financial resources of the project.
    • Prepare and modify budgets for UNDP management projects, follow-up with HQ on authorized spending limits (ASL) for management projects.
    • Assist in the preparation of required budget revisions (ensuring multiyear budget revision) within the unit at required period and timely securing of ASLs; and ensure detailed record keeping of funds released for projects as well as monthly ASL reporting for non-core/ GEF projects. 
    • Prepare timely cost-recovery/DPC bills in ERP for the services provided by UNDP, implement the revenue tracking system, and follow up on cost recovery.

      3.)  Provide accounting and administrative support to the Unit. 

      • Support proper control of the supporting documents for payments invoices and proper document management including systematic archiving. 
      • Prepare financial reports for projects and management funds/budget balance; and prepare all types of invoices.
      • Maintain the internal expenditures control system which ensures that invoices processed are matched and completed, transactions are correctly recorded and posted in ERP, and travel claims and other entitlements are duly processed.
      • Coordinate and review allocated General Ledger and sub-ledger accounts and support timely project closure.
      • Take timely corrective actions on erroneous data in ERP and on unposted invoices, including the invoices with validation errors, match exceptions, and/or unapproved invoices.  Prepare financial reports as required. Provide timely response to HQ requests to resolve financial data issues. 
      • Maintain the Accounts Receivables for UNDP projects and follow-up with partners on contributions. 
      • Ensure timely recording, reconciliation, and submission of VAT claims with relevant TAX authority and following up on VAT reimbursements.

        4.) Ensure facilitation of knowledge building and knowledge sharing.

        📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

        ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

        • Assist in organizing training for the operations/ projects staff on finance, audit and compliance matters, and implementation of Internal Control Framework (ICF).
        • Synthesize lessons learned and best practices in financial management.

          The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
            Competencies  Core   

          Achieve Results

          LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

          Think Innovatively

          LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 

          Learn Continuously

          LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

          Adapt with Agility 

          LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible  Act with Determination  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

          Engage and Partner

          LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

          Enable Diversity and Inclusion

          LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination  Thematic Area Name Definition Business Management

          Customer Satisfaction/Client Management

          Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns Business Development Knowledge Generation  Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.  Business Management Working with Evidence and Data Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making Finance Accounting (General) Knowledge of accounting concepts, principles, regulations, policies and ability to apply this to strategic and/or practical situations. Finance Budget Management  Ability to support budgetary aspects of work planning process, drawing and management of team budgets Finance

          Financial Reporting and Analysis 

          Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance. Finance

          Audit General 

          Understands how regulations and professional standards in internal and external audit underpin audit work in the public services. Understands the key stages of audit work, including planning, documentation, testing and reporting. Ability to examine and verify accounts and records. Understands wider mechanisms for assurance and scrutiny. Understands the law and best practice relating to anti- bribery and corruption controls and the fraud risks faced by public bodies .   Required Skills and  Experience
            Education:
          • Secondary education is required, or University Degree in Business Administration, Public Administration, Finance or equivalent field will be given due consideration, but it is not a requirement. Experience:
            • Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages is required.
            • Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages is required.
            • Experience and knowledge of monitoring and evaluation tools for reliability of financial reports is highly desirable. 
            • Experience and knowledge of project management processes is desired.
            • Experience in providing project administration support is desired. 
            • Experience in preparing regular project financial reports for internal and external distribution; preparing all project meeting minutes and drafting of project training evaluation reports is desirable.
            • Experience in preparation of project activity reports is an advantage.  Disclaimer  
              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.
                Non-discrimination
                UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  
                UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 
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