UNV Finance and Administration Assistant

Job Advertisement

Position Title: UNV Finance and Administration Assistant
Location: Lilongwe
Country: Malawi
Deadline Date:

Job Details

Job Posting Organization:
The United Nations Development Programme (UNDP) is a global organization that works in more than 170 countries and territories, with a mission to eradicate poverty and reduce inequalities and exclusion. Established in 1964, UNDP has been actively involved in Malawi, collaborating closely with the Government, civil society, and the private sector to foster economic growth, sustainable environmental management, and democratic governance. The organization aims to support Malawi in achieving the Sustainable Development Goals (SDGs) by 2030, aligning its Country Programme Document with the Malawi Agenda 206

• UNDP's work in Malawi is structured around two main portfolios: Responsive Institutions and Citizen Engagement, and Resilience and Sustainable Growth, addressing critical issues such as poverty, inequality, and climate change resilience.

Job Overview:
The UNV Finance and Administration Assistant will play a crucial role in supporting the financial management and administrative functions of the UNDP projects in Malawi, specifically the Empowerment of Women and Youth (E-WAYA) Project and the Climate Resilience Initiative (CRIM). This position requires a proactive individual who can prepare financial reports, manage budgets, and ensure compliance with UNDP and Government guidelines. The assistant will also provide general administrative support, facilitate project documentation, and assist in contract management. The role is vital for ensuring the smooth implementation of project activities at the district council level, enhancing collaboration among stakeholders, and maintaining accurate financial records. The assistant will work under the supervision of the Joint Project Coordinator and will be responsible for various tasks that contribute to the overall success of the projects.

Duties and Responsibilities:

• Financial Management: Prepare expenditure reports, budgets, revisions, and projections for CRIM II & E-WAYA Projects; prepare financial reports for donors, UNDP, and Government; process timely payments to vendors and staff claims; collaborate with vendors and the UNDP finance team; assist in legal document preparation for contracting and procurement; facilitate financial audits and maintain documentation.
• General Administration: Provide administrative support for project activities; draft letters, meeting agendas, and minutes; organize logistics for meetings and events; support Project Management units in financial and operational issues; coordinate with stakeholders in Kasungu District; maintain project documents and inventory.
• Programmatic Support – Documentation: Assist in finalizing the Annual Work Plan; follow up on progress reports; maintain project-specific documentation; upload documents on SharePoint.
• Contract Management: Prepare and monitor contracts; maintain a database of contracts; follow up with vendors for deliverables and invoices; liaise with the district council for procurement plans; support procurement documentation preparation.

Required Qualifications:
The ideal candidate should possess strong financial management skills, excellent organizational abilities, and a keen attention to detail. Proficiency in financial software and Microsoft Office applications is essential. The candidate should also demonstrate effective communication skills and the ability to work collaboratively with diverse stakeholders. Knowledge of UNDP policies and procedures is an advantage, as is experience in project management and administration.

Educational Background:
A bachelor's degree in finance, business administration, or a related field is required. Additional certifications in financial management or project management would be beneficial and enhance the candidate's qualifications for this role.

Experience:
Candidates should have at least 2 years of relevant experience in finance and administration, preferably within an international organization or development context. Experience in managing budgets, preparing financial reports, and supporting project implementation is essential. Familiarity with the challenges and opportunities in Malawi's development landscape will be an asset.

Languages:
Fluency in English is mandatory, both written and spoken. Knowledge of local languages spoken in Malawi would be considered an advantage, as it would facilitate communication with local stakeholders and enhance project implementation.

Additional Notes:
This position is a volunteer role under the UNV program, and the contract duration is contingent upon the continuation of the mandate, availability of funding, and satisfactory performance. The role is full-time, and while there is no guarantee of assignment extension, the opportunity provides valuable experience in international development and project management.