UNDP Liberia

UNITED NATIONS DEVELOPMENT PROGRAMME
VACANCY ANNOUNCEMENT NO. UNDP/SC/2006/009

Date of Issue: 27 March 2006
Closing Date: 10 April 2006

Post Title : Administrative and Finance Officer

Unit : Small Arms

Organization : United Nations Development Programme (UNDP)

Duty Station : Monrovia, Liberia

Duration : Twelve Months (Renewable)

Type of Contract : Service Contract

Supervisor : Project Manager/Small Arms Control Programme

This vacancy is open to applicants of either sex. Preference will be given to equally qualified women candidates.

Background

UNDP in collaboration with the Government of Liberia launched the Small Arms Control and Micro-disarmament in July 2005 to increase security and promote peace, reconciliation and recovery at the local, community level and consequently the entire country. The programme aimed to capacitate communities and government to control small arms and light weapons (SALW) and armed violence. A one-year Preparatory Assistance Project (PA) was launched in June 2005 as a forerunner to a National Arm for Development Programme. Following the success of the PA, a national small arms programme is being developed with the support of the UNDP’s Bureau for Crisis Prevention and Recovery (BCPR) and the Government of Liberia. The national project a period of five years, beginning in July 2006, would initiate an Arms for Development project across the country, starting from the southeast. This project will help to promote the conditions for stability by supporting community arms collection in exchange for development projects. The removal of small arms from civilian hands is part and parcel of UNDP’s support to enhance community security, thus fostering community recovery.

In this regards, the UNDP is recruiting an Administrative / Finance Officer to lead the execution of financial services, and ensure effective and transparent utilization of financial resources and integrity of financial services of the Small Arms Control Programme.

JOB SUMMARY

Under the guidance and direct supervision of the Programme Manager, the Administrative / Finance Officer provides leadership in execution of financial services in the CO ensuring effective and transparent utilization of financial resources and integrity of financial services. The Administrative / Finance Officer promotes a client-oriented approach that is consistent with UNDP rules and regulations.

The Finance Associate supervises and leads the support staff of the Small Arms Control Programme. The Finance Associate works in close collaboration with the operations programme and project teams in the field and in the Country Office for resolving complex finance-related issues and information delivery.

DESCRIPTION OF RESPONSIBILITIES:

His/Her responsibilities will include:

1. Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:

* Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;

* Small Arms Control Programme business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management;

* Implementation of cost sharing and fund agreements, elaboration of conditions of contributions within the Small Arms Programme and Country Office resource mobilization efforts; and

* Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

2. Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

* Preparation and modifications of budgets and financial reports for UNDP Small Arms Control programme, follow up with Country Office / HQ on authorized spending limits (ASL) for the project;

* Implementation of the control mechanism for the programme through monitoring budget preparation and modifications, budgetary status versus ASL, follow up with Country Office / HQs on ASL for the programme and its component projects, maintenance of the General Ledger;

* Presentation of thoroughly researched information for planning of financial resources of the programme and preparation of reports containing analysis of the financial situation and

* Timely preparation of cost-recovery bills in ATLAS for the services provided by elaboration and implementation of the income tracking system and follow up on cost recovery.

3. Provides accounting and administrative support to the Small Arms Control Programme focusing on achievement of the following results:

* Preparation of requisitions for payments and ensuring proper follow-up for timely disbursement of funds;

* Proper control of the supporting documents for payments, review of financial reports for the programme;

* Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims, MOPs, TAs, TECs and other entitlements are duly processed;

* Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers; and

* Maintenance of the Accounts Receivables for Small Arms Control Programme and follow up with partners on contributions and payments.

4. Ensures proper programme cash management functioning focusing on achievement of the following results:

* Timely review of cash position to ensure sufficient funds on hand for
disbursements;

* Timely identification and recording of receipts for income application;

* Daily review of zero-balance account bank statements in Atlas to monitor
impress level, identification and recording of contributions;

* Timely and accurate preparation of bank reconciliation;

*Selecting bank transfers and deals for approval and settlements;

* Timely preparation of monthly cash flow forecast for use by Programme
Manager; and

* Alternate as cashier for cash disbursements made on site.

5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

*Organization of trainings for the operations/ projects staff on Finance;

* Synthesis of lessons learnt and best practices in Finance and

* Sound contributions to knowledge networks and communities of practice.

THE CONSULTANT IS REQUIRED TO HAVE THE FOLLOWING ESSENTIAL QUALIFICATION, KNOWLEDGE AND EXPERIENCE:

EDUCATIONAL QUALIFICATIONS:

* University Degree in Business or Finance, Accounting, Public Administration or one of the social sciences would be desirable.

EXPERIENCE:

* Minimum of five to seven (5 - 7) years of progressively responsible administrative and/or finance experience at the national or international level is required;
* Sound knowledge of financial rules and regulations;

KNOWLEDGE AND SKILLS:

* Excellent working knowledge of MS Office-Word, Excel, Access, Power Point, etc as well as experience in handling web based management systems;

* Ability to perform a broad range of specialized activities related to financial resources management, including formulating budgets, maintaining Accounts Receivable and Accounts Payables as well as reporting;

* Familiarity with UN procedures preferable;

* Ability to encourage office staff to share knowledge and contribute to UNDP practice areas;

* Ability to actively work towards continuing personal learning and development in one or more Practice Areas, acts on Learning Plan and applies newly acquired skills;

* Must be self-starter with excellent demonstrated teamwork skills as well as focuses on result for the client and responds positively to feedback;

* Sound judgment, excellent analytical skills, strong networking and interpersonal skills, ability to plan, organize and coordinate work and to cope with a demanding workload is expected;

* Consistently approaches work with energy and a positive constructive attitude;

*Excellent analytical and evaluation skills; and

* Demonstrates openness to change and ability to manage complexity.

LANGUAGES:

* Fluency in spoken and written English. Knowledge of one of the regional languages will be an asset.

Email application to this vacancy should be sent to vacancies.lr@undp.org. Please insert Vacancy Announcement Number in the Subject of the email or written application. Applications without the Vacancy Announcement Number or with the incorrect Vacancy Announcement Number will not be accepted. Attach CV and photocopies of qualifications (i.e. technical certificates) and a one-page cover letter indicating your interest and suitability for the position.

Please note that applications received after the closing date will not be considered. Only short-listed applicants will be contacted for an interview.

Please forward all written applications to:

Deputy Resident Representative (Operations)
Attention: HR Unit
United Nations Development Programme
Simpson Apartment, Sekou Toure Avenue, Mamba Point
Monrovia, Liberia

cc: All UN Agencies/ UNDP Projects/Programmes in Liberia

 

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Note: All applications/queries must be addressed to: vacancies.lr@undp.org
Only short-listed candidates will be contacted. Qualified female candidates are encouraged to apply.