Finance and Administrative Associate United Nations UNDP Project Jobs - Office of the Prime Minister (OPM)

Organization: Office of the Prime Minister (OPM)
Funding Source: United Nations Development Programme (UNDP)
Duty Station: Kampala, Uganda
Reports to: Project Manager

About US:
Office of the Prime Minister with support from the United Nations Development Programme (UNDP) is implementing a Project on strengthening Community Resilience to Climate Change and Disaster Risks in Uganda, in cooperation with key government ministries and departments. Given Uganda’s high vulnerability to natural and human-induced disasters, the project will contribute to adaptation, transformation and resilience building by reducing vulnerability to climate and disaster risk, through provision of integrated and mutually reinforcing upstream and downstream support to address four bottlenecks, namely; a) gaps in policies and legal frameworks required to integrate and provide funding for climate change response and disaster risk reduction; b) gaps in capacities to implement climate change resilience and disaster risk reduction in an inclusive and coordinated manner, with guaranteed effectiveness and efficiency; c) weak capacities for adoption and adaptation of emerging technologies and methods for low carbon emission and climate change resilience; and d) weak public response to climate and disaster risk.

Job Summary: The Finance and Administrative Associate is responsible for providing Program administration, management and technical support to the Program Manager as may be required in the implementation of interventions and monitoring of Program activities and utilization of financial resources. The Program Finance and Administrative Associate shall have the prime responsibility is to advise the Project Manager.

Key Duties and Responsibilities:  
Provision of administrative services:
  • Setting up and maintaining Program files;
  • Collecting Program related information data;
  • Updating plans
  • Administering the quality review process
  • Administering Program Board meetings
Program documentation management:
  • Administering Program revision control
  • Establishing document control procedures
  • Compiling, copying and distributing all Program reports
Financial Management, Monitoring and reporting:
  • Render support in the financial management tasks under the responsibility of the Program Manager;
  • Ensures full compliance of financial processes and financial records in accordance with Government of Uganda and UNDP rules, regulations, policies and strategies;
  • Preparing requests for the provision of financial resources by UNDP, using advance of funds, direct payments, or reimbursement using the FACE (Fund Authorization and Certificate of Expenditures) and other applicable Government of Uganda financial tools;
  • Processing and reviewing all requests for funds from responsible parties and ensure proper accountability of all funds disbursed to all Program partners;
  • Establish and maintain books of accounts and prepare all relevant financial reports promptly;
  • Maintaining the internal expenditure control system;
  • Ensuring proper and strict cash management system;
  • Ensure the prudent use of financial, physical and human resource of the Program; and
  • Discharge and fulfill all statutory requirements and obligations on behalf of the Program.
Provision of technical support services:
  • Provide technical advice
  • Review technical reports
  • Monitor technical activities carried out by responsible parties.

Qualifications, Skills and Experience: 
  • The applicant should preferably hold a Bachelor’s degree in Accounting or Finance; Business Administration with Accounts bias;
  • A professional qualification in Accounting e.g. CPA, ACCA
  • At least five years’ relevant work experience with a busy organization;
  • Excellent computer skills including knowledge and experience with Windows, Word and Excel;
  • Previous experience working with Government of Uganda financial management tools e.g. IFMS and UNDP’s FACE tool.
  • Extensive knowledge of project management of a comparable project.
  • Experience with government-donor funded projects, especially with UNDP supported projects.
  • Working knowledge of the Ugandan Financial management requirements with extensive contacts in the public, private sectors and civil society organizations.
  • Past experience working with government or international organizations will be preferred;
  • Ability to develop and foster external organizational relationships and applied representation skills;
  • Ability to work independently and under pressure.

Personal Competencies:
Corporate Competencies:
  • Demonstrates integrity by modelling the UN’s values and ethical standards
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  • Treats all people fairly without favouritism
Functional Competencies:
  • Promotes innovation and knowledge management in the project and a learning environment in the office through leadership and personal example
  • In-depth practical knowledge of inter-disciplinary development issues
  • Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills
  • Seeks and applies knowledge, information, and best practices from within and outside of the project
Development and Operational Effectiveness:
  • Ability to lead strategic planning, change processes, results-based management and reporting
  • Ability to lead formulation, oversight of implementation, monitoring and evaluation of development projects
  • Ability to apply development theory to the specific project context to identify creative, practical approaches to overcome challenging situations
  • Ability to manage for results: translates strategic aims into achievable plans, with established priorities, monitors them, making periodic adjustments as required.
Management and Leadership:
  • Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Demonstrates openness to change and ability to manage complexities
  • Ability to lead effectively, mentoring as well as conflict resolution skills
  • Demonstrates outstanding communication skills oral and written communication skills
  • Negotiation skills: capacity to work with diverse partners including Government, donors and civil society;
  • Remains calm, in control and good humoured even under pressure
  • Proven networking, team-building, organizational and communication skills

How to Apply:
All candidates should submit their applications to the Human Resource Office, 3rd Floor OPM Block, Apollo Kaggwa Road.

Deadline: 30th June 2017

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