UNDP Jobs – Project Administration / Finance Officer

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Job Title: Project Administration/ Finance Officer
Location: Kampala, Uganda
Organisation: United Nations Development Programme
Additional Category Democratic Governance Type of Contract : Individual Contract Post Level : National Consultant Languages Required :

Project Background:
As part of the implementation of the project, UNDP CO intends to recruit a project administration/finance officer for the project to provide project management support (30%), project finance support (40%) and administration and logistical support (30%)

UNDP will be establishing project secretariat for managing different outputs of the project initiation plan. Project Secretariat is also expected to act as Secretariat for the National Elders Forum. Senior Advisor is to head the project secretariat and oversee the implementation of project activities. Working under the guidance and reporting to the Senior Technical Advisor and Governance Advisor, Project Administration/Finance Officer is responsible for 3 basic functions: provide project management functions (30%) and provide project finance functions (40%) and undertake all logistical and administration support functions (30%). Project Administration/Finance Officer will support the project manager in preparing all financial statements and reports and substantial progress reports. In addition, project finance officer is expected to liaise with the national stakeholders in managing payments and ensuring diligent accountability of project funds. Project Administration/Finance officer will be expected to take lead, along with the administrative officer, in terms of organizing events/workshops for all project related activities.

Duties and Responsibilities:

·         Support in implementation of interventions of Project Initiation Plan and in-depth understanding of the financial reporting and preparation of financial statements;
·         In-depth understanding and experience of project management functions. Knowledge of UNDP procedures and processes;
·         Assist Senior Technical Advisor and Governance Advisor in management of project through assistance in collating information and preparing briefs;
·         Preparation of cash-flow projections, monthly budget reports, and other aspects of financial management of the portfolio.
·         Support in implementation of interventions of Project Initiation Plan and in-depth understanding of the financial reporting and preparation of financial statements
·         Support in effective design and implementation of the PIP interventions in close consultation with the project secretariat staff;
·         Develop strategic partnerships and sound working relations with state, government and nongovernmental stakeholders for successful implementation of project initiation plan interventions;
·         Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents according to the office E-documentation system;

·         In-depth understanding and experience of project management functions.
Knowledge of UNDP procedures and processes:
·         Undertake project finance and management functions in line with UNDP DIM modalities;
·         Undertake substantial monitoring functions in line with UNDP policies and procedures;
·         Preparation of inputs for reporting, including donor reporting.
·         Assist Senior Technical Advisor and Governance Advisor in management of project through assistance in collating information and preparing briefs:
·         Undertake regular analysis of the evolving development context in the country through review of papers, articles and sharing such information/analysis amongst staff of the project secretariat;
·         Identification of sources of information related to policy-driven issues.
·         Identification and synthesis of best practices and lessons learned directly linked to project goals
·         Preparation of cash-flow projections, monthly budget reports, and other aspects of financial management of the portfolio
·         Managing project finances in close liaison with the administrative officer
·         Provide administrative and operational support for the successful implementation of project interventions;
·         Responsible for arranging, coordinating and managing all administrative and operational actions (such as organizing workshops, meetings etc) to ensure successful implementation of project interventions;
·         Undertake follow-up with procurement and finance unit focal-points on all operational issues of project
·         Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files using efficiently the office intranet system;
·         Ensure timely disbursements and accounting of all project operational expenses and ensure adherence to payment schedules of all goods and services;
·         Maintenance of all records associated with office space, project vehicle (in close cooperation with the Transport department of UNDP Office), and other operational requirements of project
Impact of Results
The consultancy as project finance officer is expected to provide implementation support to the project initiation plan interventions and work in close conjunction with the administrative officer to ensure smooth achievement of intended results. Primarily, working closely with the national stakeholders ensure effective project and financial management of the project.

Following are the three components of PIP:

Non-State Dialogue Component:

·         Mediation, dialogue and negotiation mechanisms developed at national levels;
·         Capacity building for members of the National Elders Forum in design and process aspects of dialogue and mediation provided;
·         Independent Secretariat fully functional and research support for evidence based analysis to the National Elders Forum provided.
Political Parties Dialogue Component:
·         Skills and capacities for internal dialogue and political settlements amongst members of National Consultative Forum strengthened.
·         Local Peace-building component:
·         Strengthened local conflict management capacities in specific regions.
Competencies
Corporate Competencies:
·         Demonstrates integrity by modeling the UNDP’s values and ethical standards;
·         Promotes the vision, mission, and strategic goals of UNDP;
·         Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
·         Treats all people fairly without favoritism.
Functional Competencies:
·         In-depth understanding of the financial reporting and preparation of financial statements;
·         In-depth understanding and experience of project management functions;
·         Proven experience in project finance and project management functionalities;
·         Proven experience in preparation of cash-flow projections, monthly budget reports, and other aspects of financial management of the portfolio.
Management and Leadership:
·         Remains calm, in control and good humor even under pressure;
·         Focuses on impact and result for the client and responds positively to feedback;
·         Consistently approaches work with energy and a positive, constructive attitude;
·         Demonstrates strong oral and written communication skills;
·         Good understanding of Result Based Management (RBM).
Qualifications, Skills and Experience:
·         Bachelor’s degree in social sciences or development studies/economics.
Experience:
·         At least 03 years of experience of working on project finance issues and experience of working with UN agencies and UNDP is a definite advantage;
·         Expertise and understanding of project management functionalities along with practical experience of managing project;
·         Exposure to UNDP ATLAS project management functions will be an asset;
·         Ability to engage with national actors involving multiple stakeholders.
Language requirements: Fluency in English in both writing and speaking.

How to Apply:
Applicants are requested to apply online at http://jobs.undp.org/cj_view_job.cfm?cur_job_id=33847 by the 30 November , 2012, and should submit an application and proposals, which include the following:

Job Proposal:
The job proposal should include:

·         Letter of Interest.
·         Explanation as to why you consider yourself suitable for the assignment.
·         A brief methodology on the approach and implementation of the assignment.
Personal CV:
·         Highlighting past experience in similar projects.
·         Work references – contact details (e-mail addresses and telephone numbers) of referees.
Financial Proposal: Financial proposal indicating consultancy fee, lump sum fee or unit price together with any other expenses related to the assignment (e.g. travel costs, translation interpretation, holding of workshops/focus group discussion etc). A lump sum fee will be paid against the completion of specific, measurable deliverables as identified in Key
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