Office/Unit/Project Description 

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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 22^nd 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.

Scope of Work 

Summary of Functions. 

• Support administration and implementation of operational strategies and adapt processes and procedures.
•  Support administration of budget management, clearance of budges for project, and functioning of an optimal cost-recovery system.
•   Provide accounting and administrative support to the Unit. 
•  Ensure proper cash and Treasury management functioning. 
•  Ensure facilitation of knowledge building and knowledge sharing.

  1) Support administration and implementation of operational strategies and adapt processes and procedures.

• Ensure project financial processes, financial records and reports, and audit follow-ups 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. 

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 ensure 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 proper cash and Treasury management functioning.

• Act as alternate to Finance Associate for timely review of cash position for local accounts to ensure sufficient funds for disbursements and maintain liquidity level approved by Treasury. Identify and record receipts and create deposits for revenue application on a timely basis. 
• Identify and record contributions.
• Prepare timely and accurate bank reconciliations and provide documentation to GSSC according to Service Level Agreement. Initiate bank transfers and deals in ERP. 
• Act as alternate to Programme Associate for timely preparation of monthly cashflow forecast to ensure sufficient cash balance in local bank account.

5)   Ensure facilitation of knowledge building and knowledge sharing.

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

Institutional Arrangement:

The Project Finance and Admin Associate works under the supervision of the Project Specialist under the general supervision of the Head of Environment.

Minimum Qualifications 

The following documents shall be required from the applicants:

a) Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.

b) A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.

c) Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns, or other materials.