Terms of Reference
Post title: National Administrative and Finance Associate
Project: Supporting Civil Society Organisations in promoting Citizen Participation
Type of Contract: Special Service Agreement (SSA)
Duty Station: Dili, Timor-Leste
Duration: Four months with possibility of extension
Expected Start date: January 2009
GENERAL DESCRIPTION OF JOB:
UNDP has been engaging with Civil Society Organisations in Timor-Leste since 2000 through a number of projects which focused on strengthening the capacity of CSOs for enhanced governance and poverty reduction. The most recent project was a joint UNDP/UNV three year initiative (May 2003 – March 2006) designed to strengthen the involvement of CSOs in local and national development processes for achievement of the national development goals and MDGs in Timor-Leste.
The current project is entitled “Supporting Civil Society Organisations in promoting Citizen Participation” and through it UNDP provides support to Timorese Civil Society Organisations (CSOs) in the design and delivery of civic education programmes nationwide to promote citizen participation. It has been formulated through consultations with Timorese CSOs working in civic education as well as with Government counterparts. The overall project objective is to increase the institutional capacity of Timorese CSOS to deliver civic education in the pre and post election period in order to help strengthen and widen the principles of democracy and good governance, enhance participation and contribute to political stabilization nationwide.
The key Government counterparts are DNAT and STAE in the Ministry of State Administration and the NDPEAC in the Ministry of Planning and Finance.
UNDP Timor-Leste is seeking a National Administrative and Finance Associate to work under the leadership of the Project Manager. In close consultation with the Finance and Procurement Units in the UNDP Country Office, the Finance and Administrative Associate will ensure that all the financial and administrative related activities of the Project are effectively implemented in a timely manner in strict accordance to UNDP’s set rules and procedures.
Duties and Responsibilities
Under the supervision of the Project Manager the Administrative and Finance Associate shall:
· Provide administrative and logistic support to all activities implemented by the project;
· Prepare routine correspondences, faxes, memoranda and reports;
· Create projects in Atlas, prepare budgets and budget revisions, revise project awards and project status, determine unutilized funds, operational and financial closure of projects;
· Organize and maintain project files, inventories and maintain inventory databases;
· Follow up with requests from the field and ensure that timely and appropriate support is provided by UNDP;
· Ensure the financial and related management of the Project;
· Establish procedures and financial guidelines as per UNDP regulations;
· Ensure that all payments and receipts are in compliance with UNDP rules and regulations. Ensure the proper code and accounting treatment off all financial transactions;
· Design and ensure use of necessary forms and worksheets for financial operations;
· Monitor all expenditures through a shadow accounting–tracking mechanism so the precise finance status of the project is maintained;
· Prepare financial reports whenever required;
· Prepare ad-hoc reports upon request of the Project Manager and/or UNDP Management;
· Act as focal point for internal and external audits and accounts examinations;
· Assist all Project Staff on financial and procurement related activities
· Perform any other tasks required by the Project Manager.
QUALIFICATION AND PROFESSIONAL EXPERIENCE:
* University degree in Finance, Economy, Management or related field;
* At least 5 years of progressively responsible administrative or programmer experience at the national or international level;
* Experience in the usage of computers and office software applications;
* Considerable experience in the management of accounts and the use of ATLAS;
* Familiarity with the financial and administrative rules and regulation of the UNDP;
* Good interpersonal and communication skills;
* Experience in project development, monitoring, and evaluation;
* Adequate experience in working in multi-cultural environments
* Highly motivated and organized;
* Team player;
* Able to work under pressure;
* Experience with UNDP is highly advantageous;
* Good knowledge of written and spoken English.
* A good command of Portuguese or Indonesian would be an asset
Interested candidates are invited to submit their applications together with curriculum vitae, P11, and relevant supporting documents to the following address:
UNDP Timor-Leste
Procurement Unit
UN House, Caicoli Street
Dili, Timor-Leste
Email: ssa.tp@undp.org <mailto:ssa.tp@undp.org> copy to pedro.guterres@undp.org
Website: http://www.undp.org.tl <http://www.undp.org.tl/>
The deadline for submitting applications is 16 December 2008.
Only short-listed candidates will be notified. Women candidates are strongly encouraged to apply.
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