Job Description

Background

Office/Unit/Project Description

Although the Bissau-Guinean Constitution is founded on democratic principles like sovereignty of the people, rule of law, separation of powers, and human rights, governance in Guinea-Bissau faces significant hurdles. These include political instability since independence, remnants of centralized colonial governance, and ongoing political-military dynamics.

The UNDP Country Office (CO) in Guinea-Bissau, as a key government partner in governance, has been developing and implementing various projects in a variety of governance related domains, including rule of law, local governance, electoral and parliamentary support, and human rights.

UNDP-Guinea-Bissau works with several donors in the area of governance, namely, the Embassy of Japan in Dakar, the PBF-Fund, and the Government of Switzerland, EU and AfDB. All these partners focus on the improvement of services, the empowerment of the population, and accountability measures.

The work developed under several projects and donors requires administrative and financial coordination and alignment of priorities and strategies. In this context, within the new project supported by the EU, UNDP is recruiting an “administrative and finance Officer” to provide support to project implementation performing a variety of administrative and finance processes while ensuring high quality and accuracy of work. The Finance and Administrative Officer will help promote a client, quality and results-oriented approach in her/his work. S/he will work in close collaboration with the EU, Ministry of Justice and Human Rights and UNDP CO Operations, and other staff of UN agencies, sharing information and ensuring consistent service delivery with an eye to complying with UNDP rules and keeping with donor requirements. The successful candidate will have the following specific responsibilities.

Scope of Work

Under the direct supervision of UNDP Head of the Democratic Governance Team, the administration and Finance Officer, ‘’Improving inclusive access to Justice through Legal Empowerment and Judicial in Guinea- Bissau Reform’’ will assume the tasks and responsibilities as follows:

Ensures implementation of operational and administrative strategies, focusing on achievement of the following results:

Full compliance of operational and administrative processes for project activities with UNDP and partner/donor (EU) rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of administrative management system.
Administer human resources activities for project staff in accordance with the rules & regulations of UNDP.
Actively participate in discussions related to efficient and effective project implementation.
Provision of inputs to preparation of administrative team results-oriented workplans.
Liaise with the national counterpart on issues related to the project activities.
Support the implementation of the project activities by undertaking missions to project implementation facilities to report progress, identify operational problems and solve by taking appropriate actions.
Participate in internal control mechanisms for adherence to UNDP rules and regulations in contracts, assets, procurement and recruitment.
Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; and initiation of corrective actions when necessary.
Coordination with procurement covering the liaison with the service providers of flights.
Coordination of assets management and / or custody list in the country office, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items

Ensures efficient financial resources management of projects finances, focusing on the achievement of the following results:

Full compliance with UN/UNDP and partner/donor (EU) rules, and policies of financial activities recording/reporting systems; follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
Prepare budgets and budget revisions as required and manage the project budgets on regular and timely basis.
Update and initiate processing of project financial entries in Quantum; ensure transmission of project financial data for inclusion in Quantum.
Implementation of control records such as commitments and expenditures.
Review of financial reports from partners and sub-contractors.
Preparation and or review and certification of non-PO vouchers in Quantum.
Creation of requisition in Quantum for project inputs, making budget checks in Quantum for requisitions, POs and vouchers.

Timely corrected actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
Maintenance of internal expenditures control system which ensures that vouchers processed are matched and completed transactions are correctly recorded and posted in Quantum.
Elaboration of monthly work plans & budget as well as monthly narrative and financial report.
Reconcile the records of payments with activities and recommends new disbursements.
Provision of researched information, reports for audit exercises.
Proper control of supporting documents for UNDP payments.
Monthly Budget Vs Expenditure analysis and expenditures tracking in accordance with UNDP rules and regulations.
Maintenance of the internal expenditures control system which ensures that vouchers/ invoices processed are matched and completed transactions are correctly recorded and posted in Quantum; travel claims, and other entitlements are duly processed.
Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management.
Assistance in the preparation of financial closure activities, audit and other reports including financial dashboard.
Provision of researched information, reports for audit exercises and any other compliance activities.

Ensures effective operations support for implementation of project activities support, focusing on achievement of the following results:

Operations support to conduct of conferences, workshops, trainings and other events.
Ensure that documentation relating to each workshop/event is retained, systematically organized and retrievable for reporting purposes.
Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
Maintenance of the filing system ensuring safekeeping of confidential materials.
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to project manager.
Reviews, implement and monitor assets management procedures in the relevant project;
Ensure integrity of financial and administrative operations in the project through oversight of financial and budgetary aspects of the projects.
Undertake administrative, logistical, travel, procurement, financial and asset management tasks in full compliance with UN/UNDP rules, regulations and policies.
Participation in the preparation of work plans and operation plans as well as procurement plans.

Ensures effective implementation of resources mobilized for the project and achievement of the following result:

Tracking and reporting on mobilized resources.
Managing contributions in Quantum.
Monitoring of cost sharing donors’ contributions.
Advice to project team on different donor reporting requirements, monitoring of financial reports to donors.

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

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.
Advice to the team members on UNDP administrative aspects, including elaboration of policy and processes, as required.
Capacity building of Governance Cluster Associate on financial matters of the EU project.
Sound contributions to knowledge networks and communities of practice.
Harmonize reporting and accounting practices of implementing partners including budgeting and financial key performance indicators.

Duties and Responsibilities

Institutional Arrangement

The Finance and Administrative Office, under the overall guidance of the Governance Team Leader and direct supervision of the Chief Technical Advisor, is expected to provide administrative and financial management techniques, maintain effective administration and reporting systems necessary to ensure efficient and effective support to the goals and objectives of the project as it supports the Ministry of Justice and Human Rights.

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

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

Cross-Functional & Technical competencies
Thematic Area	Name	Definition
Business Direction & Strategy	System Thinking	Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system provided. Understands the operations, opportunities & challenges of organization. Holds a commercial outlook, demonstrating accountability towards organizational goals.
Administration& Operations	Assets management	Administration & Operations Assets management Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module, Asset Dashboard; develop supporting tools for assetscertification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.
Finance	Financial Risk Management	Ensures financial resilience through proactive assessment of risk, implementation of controls and taking mitigating action. Understands risk and reward in relation to collaborative and commercial projects. Ensures a culture of positive risk management
Business Management	Operations Management:	Ability to effectively plan, organize and oversee the Organizations’ business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms. Ability to manage communications internally and externally, through media, social mediaand other appropriate channels
Business Management	Monitoring	Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and program performance and results
Finance	Audit Risk Management	Ability to address audit issues raised in the course of an audit and propose solutions in order to ensure a true and fair audit opinion is achieved.
Finance	Budget management	Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Required Skills and Experience

Minimum Qualifications of the Successful IPSA

Min. Education requirements	A professional accounting qualification from an internationally accredited institute of accountancy, and/or Advanced (Masters) University Degree in Finance and/or Accounting is required. A first level university degree in the above fields with and additional 2 years of experience will be given due consideration in lieu of the advanced university degree A professional accounting qualification from an internationally accredited institute of accountancy, and/or Advanced (Master’s) University Degree inFinance and/or Accounting is required. Candidates with professional accounting qualifications from an internationally accredited institute of accountancy will have a distinct advantage. Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete the Finance Training and Certification Programme (FTCP), if recruited. Candidates satisfying the two above criteria are exempted from undertaking the UNDP Advanced Accountancy and Finance Test (AAFT). Candidates with MBA or master's in finance with no accountancy qualification but with relevant experience must successfully undertake the UNDP Advanced Accountancy and Finance Test (AAFT) to be eligible for shortlisting.
Min. years of relevant work experience	Minimum 2 years (with master’s degree) or 4 years (with a Bachelor’s degree) of relevant experience in providing financial and administrative management services, and/or managing staff and operational systems. Experience working withthe UN is an asset. Experience in implementing EU funded projects would be an asset. Good communication skills. Knowledge of UNDP procedures is an asset.
Required Skills	Demonstrated experience in administration and financial management, project management in development context. Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheets and web-based management systems such as ERP financials and database packages.
Desired skills in addition to the competencies covered in the Competencies section	Experience in working with stakeholders in public sector development programs especially in capacity development is an asset. Experience in handling financial and reporting requirements in EU funded project(s), following EU reporting regulations and evidence collection including FAFA reporting requirement. Experience in working with international organizations and civil society organizations on elections or related field is desirable. Past work experience with a UN agency and/or international organization in Guinea Bissau is considered an asset. Experience in Financial Management Experience in Office Administration:
Required Language(s)	Fluency in English is required

Travel:

The Administrative and finance Officer will be expected to travel to the regions when required by the project.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

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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