Background
Office/Unit/Project Description
The United Nations Development Programme (UNDP) is the UN's global development network, advocating for change and connecting countries with the knowledge, expertise and resources needed to help people build better lives. We are present in 170 countries and territories, working with governments and individuals on their own solutions to global and national development challenges, to help empower lives and build resilient nations.
The scope and scale of delivering health and well-being for All demands innovative partnerships and financing. As a trusted, long-term partner with extensive operational experience, UNDP supports countries in the effective implementation of complex, multilateral and multi-sectoral health projects while simultaneously investing in capacity development, so that national and local partners can assume these responsibilities over time. UNDP’s partnerships with Governments, the Global Fund, International Financial Institutions (IFIs) facilitate access to resources for action on SDG 3 by countries that face constraints in directly receiving and/or managing health-related funding.
As a trusted and long-term partner of the Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund, GF), UNDP's value proposition lies in providing an integrated package of development solutions to strengthen institutions that deliver health services. Through its contributions as Acting Principal Recipient (PR) and provider of technical assistance in more than 53 countries since 2003, UNDP has achieved significant results in health and development in challenging operating environments. Proactive risk management and investment in sustainability are the cornerstones of UNDP's portfolio management approach and the provision of technical assistance to national counterparts during all phases of implementation, strengthening legislation, policies and regulatory frameworks, and building capacity in key functional areas, including financial management, health information systems, and supply chain management and procurement.
UNDP's partnership with the GF, in line with UNDP's HIV and Health Strategy 2022-2025: Connecting the dots, makes a vital contribution to UNDP's Strategic Plan 2022-2025, the 2030 Agenda for Sustainable Development, and the commitment to leave no one behind. When requested, UNDP acts as an interim Principal Recipient (PR), working with national partners and the Global Fund to ensure the management, implementation and oversight of GF grants, while strengthening health institutions and systems for national entities to take on the role of PR over time. UNDP currently serves as the Principal Recipient of the Consolidated HIV and Malaria Programme 2025-2028. From April 2025 to March 2028, UNDP will serve as the Principal Recipient of a consolidated grant for HIV and malaria.
Most of the interventions provided for in this grant will be implemented in priority provinces based on their epidemiological burden. To this end, UNDP will establish the Project Management Unit at the UNDP office in Bata. The office will ensure that the proper management of the grant and the implementation of the activities are in line with the grant agreement.
To assist UNDP's Project Management Unit (PMU) in meeting the objectives of the Grant Performance Framework in a timely and quality-assured manner, while complying with UNDP and Global Fund rules and regulations, UNDP Equatorial Guinea is hiring a Finance and Administrative Associate based in Bata.
Scope of Work
Major Roles and Responsibilities
| Ensure effective and accurate management and supervision of financial resources | - Lead the financial analysis and oversight of all resources managed by the Global Fund Program and provide high-quality financial management advice to the Results-Based Program Manager and other staff members of the Project Management Unit and Country Office;
- Proper planning, monitoring of expenditures of financial resources in accordance with UNDP rules and regulations, policies and procedures and corporate arrangements with the Fund and the financial management standards of the Global Fund;
- Maintain strong internal financial management controls over all financial processes;
- Ensure an efficient financial flow process for the Program;
- Implement a reporting system for internal and Global Fund requirements;
- Ensure an effective flow of information between financial and non-financial actors (on the Country Coordinating Mechanism (CCM), the PR, the LFA and implementing partners in order to effectively link programmatic results to expenditures, in accordance with the standards established by the Global Fund;
- Facilitate audits of the Office of Audit and Investigations and audits of IPs in accordance with corporate agreements with the Global Fund and UNDP rules, regulations, policies and procedures, and ensure the timely implementation of audit recommendations and findings as they relate to financial management, of assets and IPs;
- Monitor the financial performance of procurement/supply management systems;
- Prepare cost estimates and financial forecasts for different activities according to the needs of programme management;
- Develop, track, and report to management on key financial performance indicators;
- Provide financial information to the monitoring and evaluation pillar related to monthly financial performance; and
- Develop and maintain a document management system (physical and electronic) for PR and partners.
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| Ensure the implementation of operational and financial management strategies, and procedures | - Establish and/or ensure sound financial procedures: e.g., receipts, payments, disbursements and accounting, archiving procedures for Global Fund projects;
- Ensure that established financial procedures comply with the financial/accounting and procurement requirements of the Global Fund and UNDP;
- Continuous analysis and monitoring of the financial situation, presentation of forecasts for the Programme;
- Monitoring the transparency of financial processes and the proper use of funds and compliance with the financial guidelines of the Global Fund and UNDP;
- Ensure the preparation of the Quarterly Report, monthly and annual cash flow forecasts, statement of sources and uses of funds in accordance with Global Fund requirements;
- Ensure the preparation of timely and quality financial reports for submission to the Global Fund and act as the focal point for financial reporting of the CCM;
- Development and implementation of cost-saving and cost-reduction strategies;
- Regularly monitor financial exception reports for unusual activity and transactions, and investigate anomalies or unusual transactions and report to the Program Results Manager on investigation findings when satisfactory responses are not obtained;
- Prepare the monthly cash flow forecast in a timely manner for use by the Program Manager;
- In coordination with Programme Manager, collect the necessary documentation, such as the agenda, compilation of the list of participants for seminars, workshops, trainings and other events relevant to the project;
- Make logistical arrangements for seminars, workshops, trainings, and other project-related events, including venue reservation, meal arrangements, translation/interpretation services and required equipment, office supplies, arrangements of printed materials;
- Guarantee the timely payment of goods and services for the execution of the activities of the Program;
- Organize the translation of documents when necessary;
- Travel to training sites, support the organization of training activities, and make payments to trainers and participants of training activities;
- Guarantee the timely recovery and settlement of travel advances.
- Provide support in the organization of visits by the Bata office and provincial health departments;
- Follow-up on audit recommendations.
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| Manage the project budget and ensure proper control of the project accounts | - Manage project financial resources through detailed budgeting and monitoring in accordance with UNDP rules and regulations;
- Prepare and monitor project budgets in the Quantum and ensure that the budget is in line with the approved budget;
- Develop appropriate mechanisms to identify the budget gaps and and timely escalation of the budget over/under spending to project manager;
- Ensure that Global Fund contributions are properly transferred to UNDP in a timely manner in close coordination with the CO focal point;
- Comply with the internal expense control system, which ensures that processed vouchers are matched and completed, and that transactions are properly recorded and recorded in Quantum
- Ensure timely corrective actions on unposted vouchers, including vouchers with budget verification errors, correspondence exceptions, unapproved vouchers, and timely response to requests from headquarters to resolve financial data issues.
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| Ensure the provision of administrative service | - Regular capacity development and financial trainings to relevant staff of the country partners, through a conduction of training for the operations/ programme/programme staff on financial management, synthesis of lessons learned and best practices in Finance and sound contributions to knowledge networks and communities of practice
- Ensure that advance payments and direct payments for IPs are properly reviewed, processed, and withdrawn, as well as ensure that payment information is properly recorded in the Quantum system in a timely manner;
- Ensure coordination with auditors to ensure that final audit reports comply with the approved IPs' Audit Terms of Reference, and conduct timely follow-up to ensure that financial-related audit recommendations are adequately addressed;
- Serve as custodian of stationary supplies, stationary distribution, and maintain a distribution record;
- Perform quarterly inventory exercises and create matrices for project inventories;
- Asset management and verification exercises, if required, under CO asset management process;
- Develop and maintain Financial Records and Document Filling System (including documents from IPs) in accordance with CO filing system for physical and electronic documents;
- Prepare minutes of meetings and translate various documents as needed.
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| Ensure the facilitation of knowledge creation and exchange in the CO | - Organize trainings for operations/program/project staff on financial management;
- Synthesize lessons learned and best practices in financial management;
- Actively contribute to knowledge networks and communities of practice.
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| | - The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
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Institutional Arrangement
This position reports directly to the Programme Manager and receives continuous technical guidance from Finance officers in Malabo for the planning and proper execution of his/her functions.
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 Management | Customer Satisfaction/Customer 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 Management | Knowledge Facilitation | Ability to animate individuals and groups, internally and externally, and to design and facilitate activities, to share and exchange knowledge, information and ideas. Knowledge of tools and approaches to stimulate active participation, contribution, and exchange. |
| Business Management | Working with Evidence and Data | Ability to inspect, cleanse, transform, and model data with the goal of uncovering actionable insights, informing insights, and supporting decision-making. |
| Finance | Accounting (General) | Knowledge of accounting concepts, principles, regulations and policies and ability to apply them to strategic or practical situations. |
| Finance | Budget management | Ability to support the budgetary aspects of the work planning process, preparation and management of team budgets. |
| Finance | Audit Risk Management | Ability to address risks and 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 | Banking and Cash Management | Ability to collect, handle, and manage cash, including assessing market liquidity, cash flow, and investments. |
Minimum Qualifications of the Successful NPSA
Min. Education requirements
- Secondary Education with specialized certification in accounting and/or Finance. University degree in Finance or Accounting desirable. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage. (The degree must state that the major is in accounting or finance. Degrees in Business Administration or Public Administration are not considered equivalent.)”
- Fully Qualified Accountant, from an internationally accredited institute of accountancy or Full Completion of the UNDP Finance Training and Certification Programme (FTCP). No UNDP Accountancy and Finance Test (AFT) is required.
- Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete UNDP Finance Training and Certification Programme (FTCP), if recruited. However, no UNDP Accountancy and Finance Test (AFT) is required.
- Candidate with no professional accountancy qualifications but with relevant experience must successfully undertake UNDP Accountancy and Finance Test (AFT) before shortlisting and must complete the UNDP Finance Training and Certification Programme (FTCP), if recruited.
Min. years of relevant work experience
- Minimum 7 years (with secondary education) or 4 years (with bachelor's degree) of progressive experience in finance and accounting at a national or international level is required.
Required skills
- Experience in providing administrative support to projects.
- Experience in preparing reports, writing reports and meeting minutes.
- Experience in using computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheets and web-based management systems, such as ERP financial systems and database packages.
- Knowledge of IPSAS and/or IFRS is required.
Desired skills in addition to the competencies covered in the Competencies section
- Experience in financial management working in/with projects funded by international donors.
- Experience in research, extraction, and information gathering.
- Experience in the organization of events (seminars, workshops, training, etc.).
- Experience in inventory management and assets control.
- Experience in UNDP and/or United Nations policies and procedures.
- Knowledge or experience with QUANTUM.
Required Language(s)
- Fluency in Spanish is required.
- Fluency in English or French is desirable.
Professional Certificates
UNDP reserves the right to request physical verification documentation from applicants who qualified for the last stage or the winner of the selection process.
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.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
