Administrative and Finance Assistant

The United Nations Development Programme (UNDP) is seeking an Administrative and Finance Assistant.

Background

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with Governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

The Sustainable Development Goals (SDGs) and the pledge to leave no one behind reflect the interconnectedness of health and sustainable development issues such as the widening economic and social inequalities, the climate crisis, rapid urbanization, the continuing burden of HIV and other infectious diseases (e.g., malaria, tuberculosis, COVID.19), the growing burden of non-communicable diseases and the emergence of health threats. The scope and scale of delivering health and well-being for all demands innovative partnerships and financing.

UNDP’s partnership with the Global Fund (GF), in line with UNDP’s HIV, Health and Development Strategy 2022-2025: Connecting the Dots, makes a vital contribution to UNDP’s Strategic Plan 2022-2025, the 2030 Agenda for Sustainable Development and the pledge to leave no one behind. When requested, UNDP acts as interim Principal Recipient (PR), working with national partners and the Global Fund to ensure management, implementation and oversight of GF grants, while simultaneously strengthening health institutions and systems for national entities to assume the PR role over time.

In Angola, the Ministry of Health and UNDP have had a long-standing, strategic partnership for health service delivery through Global Fund grants. From 1 July 2024 to 30 June 2027, UNDP is Principal Recipient PR) for a consolidated HIV, Malaria and Tuberculosis Grant (Grant Cycle 7 – GC7).

Most of the interventions planned in GC7 will be implemented at national level in Luanda and in priority provinces of Benguela, Cuanza Sul and Bié by the UNDP Programme Management Unit (PMU) and six (6) Sub-recipients (SRs). The office will ensure that adequate grant management and implementation of activities are in line with the grant agreement. To help the PMU deliver in a timely and quality assured manner on the Grant Performance Framework targets, while complying with UNDP and Global Fund rules and regulations, UNDP Angola is recruiting an Administration/Finance Assistant to be based in the Luanda Office.

Duties and Responsibilities

Support the implementation of operational and financial management strategies focusing on achievement of the following results:

• Full compliance with UNDP and GF rules and regulations on financial recording and reporting system. Collection, analysis, and presentation of financial information to help identify areas for support and support programme formulation/implementation.
• Supports administrative and logistical arrangements for seminars, workshops, missions, trainings and other project related events including venue reservation, arrangements/catering of meals, translation/interpretation services, and required equipment, office supplies and printing of materials
• Supports timely payments of goods and services procured for the implementation of Programme activities.
• Supports timely recovery and liquidation of advances.
• Preparation of and payment of non-PO vouchers when necessary. Supports the accurate and timely review of SR submitted account and expenditures documentation.
• Supports the maintenance of an accurate internal expenditures control system including timely corrective actions.
• Support the training of SR in financial management to ensure adequate compliance and quality of supporting documents.
• Supports the preparation of the required information for audit of the Global Fund projects and follow up on audit recommendations.
• Provision of information for formulation of work plans, budgets, proposals on implementation arrangements and execution modalities, focusing on achievement of the following results:
• Tracking and preparing spreadsheets on the Global Fund grant funds.
• Reviewing and processing of transactions in Quantum.
• Supports financial analysis by extracting financial information from Quantum.
• Supports preparation of project financial reports in compliance with the Global Fund and UNDP requirements as needed.
• Maintains the filing system for the finance unit.w up on deadlines, commitments, actions and support the collection of needed data/information and submission of the reports to Programme Manager.
• Support and follow up with Sub-recipients in the implementation of Global Fund activities.
• Prepare periodic briefings and presentations on the status of financial resources as required.
• Any other task assigned by the Finance Specialist.
• Ensure provision of high quality administrative services, focusing on achievement of the following results:
• Act as Asset Focal (AF) point for PR/SR assets and maintain records on assets management.
• Ensure that all custodians of grant assets are familiar with the UNDP and Global Fund Asset Management rules and regulations.
• Ensures the proper tagging of projects assets before distribution to SRs /SSRs and that assets financed by Global Fund resources are identifiable.
• Reviews regular reports on asset management and status from SRs and highlight issues to the Finance Specialist.
• Develops a work plan for periodic inspections, verifications, reviews and/or assessments of the current condition and estimated remaining useful life of the Fixed Assets.
• Conducts regular reconciliation of project expenditures on asset acquisition with asset registers to confirm the completeness of asset registers.
• Conducts regular asset verifications and at least one annual physical inventory of assets for all grants.
• Tracks and supports the Finance Specialist in ensuring the adequacy of assets insurance in line with UNDP guidelines.
• Ensures that all PMU assets are recorded in Quantum and grant asset register as per UNDP guidelines.
• Maintains an up-to-date consolidated asset register of all assets with PR and SRs/SSRs for the current grants.
• Ensures that assets in the custody of PMU staff and employees are recorded and a log of movement of assets is kept.
• Ensures that transfer of assets to implementing partners is properly documented and in accordance with UNDP rules and regulations.
• Support the periodic review of assets for disposal during grant implementation and at the end of the grant and makes appropriate recommendations for disposal as per UNDP rules and regulations.
• Ensure that Quantum and all UNDP records are updated accordingly on transfer or disposal of Assets.
• On loss of assets through theft or damage, ensures that cases are properly reported and documented as per the UNDP guidelines for purposes of asset retirement and/ or disciplinary action, and ensures the submission of Request for Disposal/ Transfer to the internal review committee for review and recommendation to the authorizing officer.

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

• Participation in the organization of trainings for the office staff on programme/operations related issues.
• Sound contributions to knowledge networks and communities of practice, as needed.

Competencies

Core

• Achieve Results: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
• Think Innovatively: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
• Learn Continuously: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
• Adapt with Agility: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
• Act with Determination: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
• Engage and Partner: Demonstrates compassion/understanding towards others, forms positive relationships.
• Enable Diversity and Inclusion: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical competencies

• Accounting (General): Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations in Sub Receipts (SR)management.
• Financial planning and budgeting: Ability to support in creating and managing the processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting especial focus on the SR planning and budgeting.
• Financial reporting and analysis: Ability to understand changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring of the SRs for the Global Fund.
• Finance Business partnering: Able to support business units and add value by innovating and providing solutions to financial issues/queries, including through FAQs, financial tools, advisory with the special attention to the SR implementation and non-finance colleagues for whom the service is being provided.
• Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
• Knowledge Facilitation: Ability for knowledge sharing to the project finance and programme colleagues including the subgrantees.
• Client Orientation: Ability to respond timely and appropriately with a sense of urgency, assist in providing consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.

Required Skills and Experience

Education

Required

• Secondary education with specialized certification in Accounting and Finance.

Desirable

• Bachelor’s degree in accounting, Finance, and /or Business Administration.

Experience

• Five years (with secondary education) or two (with bachelor degree) of experience in finance at the national or international level is required.
• Financial management experience working in/with international donor- funded projects especially in health sector.
• Demonstrated experience in working with local government, NGOs, donors and/or implementing partners.
• Experience in providing administrative support to projects.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems.
• Experience in researching, extracting and compiling information, desirable.
• Experience in asset management is a distinctive advantage, desirable.
• Knowledge of UNDP/UN financial rules, policies and procedures is highly desirable.

Languages

• Fluency in Portuguese, both written and verbal.
• Good working knowledge in English.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.