United Nations Development Programme (UNDP)

Finance & Procurement Assistant

United Nations Development Programme (UNDP)

Job Description

The United Nations Development Programme Country Office (UNDP CO) in Mauritius will implement an Adaptation Fund project ‘Restoring Marine Ecosystem Services by Restoring Coral Reefs to Meet a Changing Climate Future’ with a budget of USD 9,132,420 financed through an Adaptation Fund Board (AFB) grant. The project will be implemented under the Direct Implementation Modality (DIM) and involves executing partners in the Republic of Mauritius (Ministry of Blue Economy, Marine Resources, Fisheries and Shipping) and the Republic of Seychelles (Ministry of Environment, Energy and Climate Change). The project implementation will start in 2020 and run over a period of six years (72 months).

The overall objective of the project is to reduce the impact of climate change on local communities and coral reef-dependent economic sectors in the Republic of Mauritius and the Republic of Seychelles by implementing coral reef restoration with thermal tolerant corals as adaptation to climate change. The project objective will be achieved through the following outcomes:

In the Republic of Mauritius

  • development of a sustainable partnership and community-based approach to reef restoration;

  • establishment of coral farming and nursery facilities, and

  • active restoration of degraded reefs.

In the Republic of Seychelles

  • development of a sustainable partnership and business approach to reef restoration;

  • establishment of coral farming and nursery facilities, and

  • active restoration of degraded reef.

In both countries

  • improved understanding and knowledge management of using coral reef restoration as an adaptation to climate change;

  • sharing regionally and globally the experienced learned in sustainable coral reef restoration, and

  • training to build capacity for long-term sustainable coral reef restoration.

The project is divided into three components

  • Component 1: Enhancement of food security and reduction of risks from natural disasters through the restoration of degraded reefs in Mauritius;

  • Component 2: Enhancement of food security and reduction of risks from natural disasters through the restoration of degraded reefs in Seychelles;

  • Component 3: Knowledge, management and sharing, training and sensitization to build regional capacity for sustainable reef restoration.

Duties and Responsibilities

The Finance and Procurement Assistant (FPA) will be locally recruited based on an open competitive process. Under the guidance and direct supervision of the Regional Project Manager, the FPA provides leadership in execution of financial and procurement services for the AFB project, ensuring effective and transparent utilization of financial resources and integrity of financial services. He/she will implement financial and Procurement Management policies, procedures and systems in accordance with AFB and UNDP requirements. The FPA promotes a client-oriented approach consistent with UNDP rules and regulations as well as those of the AFB.
Summary of Key Functions

  • Administration and implementation of operational and financial management strategies;

  • Administration of budgets and effective cost recovery;

  • Accounting, finance and administrative support;

  • Project Cash Management;

  • Facilitate project-related procurement activities;

  • Facilitation of knowledge building and knowledge sharing.

Functions / Key Results Expected
Specific tasks and responsibilities

Ensures administration and implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results

  • full compliance with UN/UNDP/AFB 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;

  • project finance 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 trust fund agreements, elaboration of conditions of contributions within the project resource mobilization efforts;

  • elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

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

  • preparation and modifications of budgets for project components, follow up with HQs on authorized spending limits (ASL);

  • implementation of the control mechanism for development projects through monitoring budgets preparation and modifications, budgetary status versus ASL, follow up with HQs on ASL for development projects, maintenance of the General Ledger;

  • sending project budget to KK if authorized by the Senior Management (can be done only based on signed project documents and project budgets);

  • presentation of thoroughly researched information for planning of financial resources of the project, reports containing Analysis of the financial situation;

  • 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.

Provides accounting and administrative support to the Finance Unit focusing on achievement of the following results

  • proper control of the supporting documents for payments, review of financial reports for DIM projects;

  • approval of vendors in Atlas (as a member of the Finance team) if authorized;

  • maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas, payrolls are duly prepared, travel claims and other entitlements are duly processed;

  • close monitoring of all payroll processes and contract extensions, while keeping HR informed;

  • coordination and review of accounts closure;

  • timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;

  • timely response to AFB and UNDP HQ requests to resolve financial data issues;

  • maintenance of the Accounts Receivables and follow up with partners on contributions;

  • timely VAT exemption request to Government;

  • proper receipt of goods and services and establishment of accruals.

Ensures proper Project cash management functioning focusing on achievement of the following results

  • timely review of cash position for local accounts 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 imprest level; identification and recording of contributions;

  • timely and accurate preparation of bank reconciliations;

  • selecting bank transfers and preparation of letters for payment;

  • preparation of roster for DSA payment for Workshops & Conferences;

  • timely preparation of monthly cashflow forecast for use by Regional Project Manager;

  • custodian for cash disbursements made on site.

Facilitate local procurement activities focusing on

  • prepare annual procurement plans, by collecting required information from the Regional Project Manager and other project staff as well as from the UNDP Head of Environment Unit;

  • conduct market research for the goods and services to be procured, and produce market research reports and cost estimations for the goods and services to be procured;

  • prepare technical specifications for the goods to be procured within the scope of the Project, liaise with the relevant staff of each Ministry and Institution in the Republic of Mauritius and the Republic of Seychelles during preparation of the technical specifications, and ensure that the technical specifications of the goods are endorsed by the respective governments;

  • prepare terms of reference for the services to be procured within the scope of the project, liaise with the Government of Mauritius and Government of Seychelles during preparation of the terms of reference, and ensure that the terms of reference of the services are endorsed by the respective governments;

  • support preparation of statement of works for the civil works contracts, in coordination with civil engineers, and staff of the governmental institutions in the Republic of Mauritius and the Republic of Seychelles;

  • prepare other solicitation documents, such as request for quotations, request for proposals, invitation to bid etc.;

  • initiate and/or facilitate advertisement processes, ensuring that all solicitation documents are advertised in accordance with the relevant procedures and rules;

  • monitor receipt of offers, proposals etc., and secure/file signed and dated receipt fiches;

  • participate in the evaluation committees to carry out secretarial duties;

  • prepare evaluation grids, templates etc. to facilitate the work of the evaluation committees;

  • produce minutes of the evaluation meetings;

  • facilitate establishment and work of the evaluation committees, by keeping minutes of the evaluation committee meetings etc.;

  • keep records, file and archive all procurement related activities and documents, submit such documents to AFB and UNDP regularly;

  • facilitate management of contracts to be issued within the scope of the project.

Ensures facilitation of knowledge building and knowledge sharing within the project focusing on achievement of the following results

  • organization of training for the operations/programme/projects staff on financial management;

  • synthesis of lessons learnt and best practices in financial management;

  • sound contributions to knowledge networks and communities of practice.

Competencies

Core Competencies

  • Demonstrating/safeguarding ethics and integrity;

  • Demonstrate corporate knowledge and sound judgment;

  • Self-development, initiative-taking;

  • Acting as a team player and facilitating team work;

  • Facilitating and encouraging open communication in the team, communicating effectively;

  • Creating synergies through self-control;

  • Managing conflict;

  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;

  • Informed and transparent decision making.

Functional Competencies
Level 1.1: Support the preparation of information for advocacy

  • Identifies relevant information for advocacy for a variety of audiences.

Results-Based Programme Development and Management
Level 1.1: Contributing to results through provision of information

  • Provides information and documentation on specific stages of projects/programme implementation.

Building Strategic Partnerships
Level 1.1: Maintaining information and databases

  • Analyzes general information and selects materials in support of partnership building initiatives.

Innovation and Marketing New Approaches
Level 1.1: Implementing processes and uses products

  • Documents and tracks innovative strategies/best practices/new approaches.

Resource Mobilization
Level 1.1: Providing information for resource mobilization strategies

  • Maintains information/databases on potential and actual donors;

  • Maintains database of project files;

  • Provides data and information needed for preparation of project documents.

Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis

  • Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures

  • Understands the main processes and methods of work regarding to the position;

  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;

  • Demonstrates good knowledge of information technology and applies it in work assignments.

Client Orientation
Level 1.1: Maintains effective Client Relationships

  • Reports to internal and external clients in a timely and appropriate fashion;

  • Organizes and prioritizes work schedule to meet client needs and deadlines;

  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;

  • Responds to client needs promptly.

Required Skills and Experience

Education

  • Minimum Bachelor’s degree in Finance, Accounting, Business or Administration;

  • Procurement or Accounting (part qualification) Certificate from an internationally recognized institute of accountancy will be a distinct advantage.

UNDP Accountancy & Finance Test required
Experience

  • 3 to 5 years of progressively responsible finance, accounting and/or procurement experience is required;

  • Demonstrable ability to administer project budgets and track financial expenditure;

  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web-based Management Systems and ERP financials;

  • Knowledge of IPSAS and/or IFRS required;

  • Knowledge of UNDP procurement rules desirable.

Language Requirements

  • Fluency in English and French (written & spoken);

  • Mauritian Creole is desirable.

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: 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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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