PROJECT ADMINISTRATIVE AND FINANCIAL ASSOCIATE

Location :	Gaborone, BOTSWANA
Application Deadline :	06-May-11
Type of Contract :	Service Contract
Post Level :	SC-7
Languages Required :	English
Starting Date : (date when the selected candidate is expected to start)	01-Jul-2011
Duration of Initial Contract :	One year
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Background
An Administration and Finance Associate is required to support the implementation of the Economic Diversification and Poverty Reduction Component of the 2010-2014 Government of Botswana United Nations Programme Operational Plan (GoB-UN POP), hereafter “the programme”.
Duties and Responsibilities
Under the overall supervision of the Director, Food and Poverty Policy Coordination, in the Ministry of Finance and Development Planning (MFDP) and the direct supervision of the Project Officer, Economic Diversification and Poverty Reduction, in collaboration with Directors of Implementing Government Departments, the Administrative and Financial Associate (PAFA) shall undertake the following tasks: Management of Project Finances: Prepare quarterly requests for advances for review and submission by the Project Officer and to support project implementation. Maintain accurate, complete and up to date records of project financial information. To this end, the PAFA shall prepare and maintain accounts in accordance with established procedures (UNDP or Government), including preparation of audited accounts, monitoring expenditure and forecasting project completion costs to advise the project management team as appropriate. Administrative and Management Support: Set up a filing system for the project and ensure accurate records of project activities and inventory of project assets and/or equipment items. Effectively carry out all administrative functions relating to the recruitment, payment and reporting from consultants working on the project and project personnel matters generally. Support budget and work planning processes and ensure timely revisions of work plans and budgets as appropriate. Carry out logistical functions relating to project related workshops/seminars and other events. Facilitate the procurement of inputs, including equipment, office supplies and stationery. Take part in the overall management of the project, track the implementation of activities and support the timely delivery of prioritised outputs. Attend to routine office queries and mail distribution/submission. Reporting: Ensure timely and accurate reporting on the use of funds to the Implementing Agency and the United Nations in Botswana. Ensure that minutes and reports from meetings are prepared and properly kept for administrative and reporting purposes, including audits. Information Dissemination and Advocacy: Provide counterparts and stakeholders with information related to the project and actively facilitate communication to and with PEI partners. Facilitate the production of project outreach material.
Competencies
Corporate Responsibility & Teamwork People Skills Partnering & Networking Results-Orientation Innovation & Judgement Communication Job Knowledge & Expertise Strong interpersonal skills, with the ability to work under pressure and establish and maintain effective work relationships with people of different national and cultural backgrounds. Strong team working skills. Excellent communication skills with the ability to express ideas clearly, logically and effectively, both orally and in writing. Computer literacy in full Microsoft Office and office technology equipment.
Required Skills and Experience
Education: Bachelor’s degree in administration, accounting or a related field, AAT, or Higher National Diploma in Accounting and Administration. Experience: Some experience in administration. Experience in government or with the UN or an International Organization would be an advantage. Progressively responsible experience in budget administration and financial reporting. Language: Fluency in spoken and written English.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.