Programme Administrative/Finance Associate

Vacancy Announcement No: 2010-058

UNDP in Southern Sudan is seeking qualified candidates for the following post:

Job Title: Programme Administrative/Finance Associate,Sudanese Nationals only
Section/Unite: Crisis, Prevention and Recovery Unit
Grade Level: SC-4 (Service Contract)
Supervisor: Programme Coordinator
No. of Post: 01
Duty Station: Juba
Duration: One Year Renewal depending on Funds availability and Satisfactory performance
Closing Date: 21 Dec 2010

Background:

The Sudan Recovery Fund-Southern Sudan (SRF-SS or SRF) is a ‘pooled fund’ established in July 2008, with the aim to bridge the gap in the transition from humanitarian to recovery assistance through catalytic, high impact and quickly disbursed projects for demonstrating peace dividends, building capacities of GoSS administrations and encouraging the participation and empowerment of communities affected by conflict and poverty. The Four focus areas of the SRF are:
• Consolidating peace and security
• Delivering basic services
• Stabilizing livelihoods
• Building capacity for decentralized and democratic governance

Under the overall guidance and direct supervision of the Programme Coordinator of SRF-funded programmes, the incumbent will provide administrative, financial management and logistical support to SRF Round 1, 2 and 3 programmes.

Duties and responsibilities:

1. Support to the overall implementation of SRF, focusing on achievement of the following results:
• Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies.
• Serving as the administrative, financial and logistical focal point between the UNDP-led and managed SRF-funded programmes and other partners.
• Initiating, following up and ensuring completion of procurement, recruitment and payment issues for expediting programme delivery;
• Liaising with other UNDP Units to facilitate awareness of , and access to, SRF information;
• Supporting preparation and organizing of meetings, workshops and other events.
• Arranging field visits for field missions for Government counterparts, UNDP, PUNOs, donors and other relevant stakeholders, and assisting in the organization and coordination of special events;
• Updating and maintaining all SRF Programme and Project documentation through a well organized filing system within the CPRU working closely with the central repository, BMU Unit, as well as the Finance and other Operational Units.
2. Preparation of financial documents and facilitation of payments against the work plans and budgets, focusing on achievement of the following results:

• Proper management, recording, control and processing of supporting documents for UNDP payments and financial reports from implementing partners.
• Review and preparation of project financial reports; preparation of non-PO vouchers for development projects.
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Atlas. Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas. Budgeting checking for requisitions, POs and vouchers. This includes timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Logistical support through organizing travel of UNDP personnel, government counterparts, donors, implementing partners, consultants, contractors and other clients. This includes processing of MOPs, security clearances; travel claims, DSA payments and other required actions are duly processed and completed in a timely, cost-effective manner with respect to approved budgets.
• Recording, analyzing and reporting on budget and financial status of programme and projects, including identification of related issues and completion of budget revisions (as may be required). Proper control of the supporting documents for payments and financial reports; approval of vendors; preparation of vouchers.
• Maintenance of the Accounts Receivables and recording of deposits in Atlas.
• Maintenance of the proper filing system for finance records and documents.
• Supporting the development of annual work plans, budgets and financial reports.
• Monitoring of programme and project against expenditure against approved work plans and budgets.
• Consolidating and recording statement of assets and equipments for UNDP- managed and led, SRF Programmes and Projects.
• Managing and administering the budget by raising payment requests in Atlas.
• Analyzing and presentation of information on the status of financial resources as required.
3. Provision of administrative support to the SRF teams in Juba and in the operational states, focusing on achievement of the following results:
• Arranging the logistics, workshops and meetings for SRF teams and with implementation partners.
• Providing effective administrative support to SRF programme.
• Ensuring there is an adequate and retrievable filing system for all Recording and maintaining of SRF files appropriately including soft and hard copies.,
• Updating and implementing audit recommendation and t implementation plan.
• Attending SRF team meetings, and taking and distributing of these meetings.
• Ensuring consistency in the application of UN rules and procedures.

Minimum Qualification, Skills and Experience Required:

• Secondary Education preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Economics, Political Science or Social Sciences would be desirable but not a requirement.
• At least 3 to 5 years of relevant administrative or programme experience at National or International level is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. Knowledge of Atlas is an added advantage.
• Fluency in the UN and national language of the duty station.
Women Candidates are highly encouraged to apply.

Notice
UNDP, as a matter of practice, does not charge any application, processing or training fee at any stage of the recruitment process.

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