Finance/Admin Officer – UNDP Botswana
Vacancy End Date: January 15, 2020
Under the overall guidance of the Operations Manager, the Finance/Admin Officer ensures effective delivery of the CO programme by entering and managing data and supporting programme implementation consistent with UNDP rules and regulations.
The Finance/Admin Officer works in close collaboration with the operations staff in the CO and UNDP HQs as required for resolving complex finance-related issues and exchange of information.
Duties and Responsibilities
Summary of Key Functions:
Support for the formulation of programme strategies and implementation of the Country Programme Action Plan
Support for the management of the CO programme
Administrative support to the Programme Unit
Support to resource mobilization
Facilitation of knowledge building and knowledge sharing
1. Supports formulation of programme strategies and implementation of the Country
Programme Action Plan focusing on achievement of the following results
Collection, analysis and presentation of background information for preparation of CCA, UNDAF, CPD, and CPAP, effective application of RBM tools and establishment of management targets (BSC).
Presentation of background information for the formulation of the country programme, draft project documents, work plans, budgets, proposals on implementation arrangements.
2. Provides effective support to the management of the CO programme focusing on the achievement of the following results:
Creation of a project in Atlas, preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project.
Provision of guidance to the executing agencies on the routine implementation of projects.
Presentation of information for an audit of NEX/NGO and DEX projects supports the implementation of audit recommendations.
Supports the Office input into the annual CPAP review exercise
3. Provides administrative support to the Programme Unit focusing on achievement of the following results:
Review of NEX projects 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.
Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
Creation of requisitions in Atlas for development projects registers of goods receipt in Atlas
Making budget check for requisitions, POs and vouchers.
Collects maintains and provides information relating to UNDP Programmes/Projects such as project documents, minutes of Local Programme Appraisal Committee (LPAC), Steering Committee Meetings, Evaluation Reports, etc. projects to meet demand within the CO, from Government, HQ and others.
Establishes and maintains reference concerning Programme and project-related documents, manuals, guidelines, policies, and directives.
Monitors timely and proper completion of project closure actions
Familiarizes counterparts with UNDP’s policies and procedures
Establishes and monitors basic and interim financial target frameworks including expenditure and budget targets as well as targets for pipeline build-up.
Monitors the actual status of approvals and pipeline build-up vis-à-vis established interim and basic targets.
Ensures sound Programme finance management through tracking delivery, monitoring the update and timely capturing of expenditures
4. Supports resource mobilization focusing on achievement of the following results
Analysis of information on donors, preparation of donor’s profile.
Track and reporting on mobilized resources. Review of contributions agreement, managing contributions in Atlas.
5.Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Organization of training for the operations/ projects staff on the programme.
Synthesis of lessons learnt and best practices in the programme.
Sound contributions to knowledge networks and communities of practice
Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Acting as a team player and facilitating teamwork
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
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
Required Skills and Experience
Secondary or High School Diploma is a requisite. A certificate in Business Administration/ Accounting or Finance will provide a distinct advantage to the candidate.
University Degree in Business or Public Administration, Economics, Political Sciences, and Social Sciences would be desirable, but it is not a requirement.
6 years of progressively responsible administrative, bookkeeping or programme management and/or coordination experience is required at the national or international level.
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.
Language Requirements :
Fluency in English and language of the duty station.
Women are strongly encouraged to apply.