Administrative and Finance Associate – SCRALA Project

Zambia has received funding from the Green Climate Fund (GCF) for the project Strengthening climate resilience of agricultural livelihoods in Agro-Ecological Regions I and II in Zambia. This project aims to increase the resilience of smallholder farmers in Agro-Ecological Regions I and II in Zambia in view of climate change and variability. The project will achieve this aim by taking a value chain approach, addressing risks posed across key stages of the value chain – planning, inputs, production and post-production. The very high co-finance ensures that this project will shift public financing on agriculture towards climate resilient agriculture through strong partnership with GCF and UNDP. GCF funds will only finance the activities that have a clear climate change additionality like climate information and early warning systems, access to water for smallholder farmers and linkages with rural agricultural markets. The project will make targeted interventions to capitalize on opportunities to strengthen and promote viable climate-resilient value chains relating to smallholder agriculture in the target regions, specifically targeting value chains that are gender sensitive and provide viable economic opportunities for women. This includes three interrelated outputs: 1) strengthening capacity of farmers to plan for climate risk; 2) strengthening resilient agricultural production and diversification practices (for both food security and income generation); and 3) strengthening farmers’ access to markets and commercialization of introduced resilient agricultural commodities.

Under the overall guidance of the Project Manager (PM), the Administrative & Finance Associate ensures effective delivery of the project’s outputs by efficiently managing the administrative aspects of project implementation consistent with the objectives of the project and its annual work plans and budgets, ensuring high quality, accuracy and consistency of work

Duties and Responsibilities

Project Administration:

• Maintenance of project records: Compiling, analyzing, summarizing, recording and maintaining information on project activities and its financial data.
• General Administration: Handle all general administrative matters of the project as directed by the Project Manager.
• Cash Advances Management
• Review the detailed budget breakdown of proposals of Responsible Parties and provide valuable guidance and advice for revision
• Monitor and manage proper utilization and reporting of transferred fund by implementing partners
• Compile and make all project financial reports available for audit
• Draft necessary financial correspondence with local partners and government counterparts and ensure funds are used as of the annual plan approved
• Set up and maintain all financial files and records of the project in both electronic and hard copies
• Prepare periodic accounting records by recording receipts and disbursements (ledgers, cash books, vouchers , etc.) and reconciling data for recurring or financial special reports
• Process all types of payment requests for settlement purpose including quarterly advances to the implementing partners
• Support the regular monitoring, as well as evaluation and audit processes by providing reports, supporting documentation and other information as needed.

Project delivery and reporting: 

• Assisting in the preparation of project progress reports (financial and technical), background material for use in discussions and briefing sessions.
• Prepare necessary financial reports as part of regular NIM processes
• Manage financial and operational aspects of project, assets, maintain registries for inventory of non- expendable equipment and ensure that the equipment is safe and in proper working condition, providing regular updates to inform further implementation
• Prepare financial/operational progress reports for project team and other needs/meetings as appropriate
• Ensure documentation and records are up-to-date and complete, meeting audit standards
• Prepare budget revisions of the projects based on the Combined Delivery Reports (CDRs)
• Prepare financial status reports, progress reports and other required financial reports
• Undertake project financial closure formalities including submission of terminal reports, transfer and disposal of equipment, processing of semi-final and final revisions, and support professional staff in preparing the terminal assessment reports

Project & Operational Management:

Preparation of project budgets:

• Assisting in the preparation of required budget revisions and drafting requests for disbursements of funds under the project.

Support to project audits

• Assisting in the compilation of required documentation for project audits.
• Support the Project Manager in the implementation of the audit recommendations in a systematic manner

Project monitoring

• Supporting the monitoring of project activities by previewing a variety of records, including control plans, progress reports, project inputs, budgets and financial expenditures
• Prepare and update inventories of expendable and non-expendable project equipment
• Coordinate the development of procurement plan with the project team:
• Facilitate the process of procurement of goods and services, including Consultants recruitment and equipment (IT equipment, etc.)
• Keep asset inventory updated and arrange asset disposal if and when necessary
• Comply and verify budget and accounting data by researching files, calculating costs, and estimating anticipated expenditures from readily available information sources
• Lead asset manaqement with the project team and operations units in the Country Office
• Provide support in the use of Atlas for financial monitoring and reporting

Knowledge building and sharing:

• Assisting in the preparation, updating and maintenance of project publicity materials such as brochures;
• Distribution of project literature to all interested parties;

Event Management – Organizing workshops and meetings:

• Assisting in the organization of workshops, seminars, and round table meetings including making bookings for venues, accommodation, and transport;
• Ensuring payment of per diems, and other legitimate payments related to the project;
• Documenting of all project meetings and other activities as directed by the Project Manager

Asset management: 

• Maintenance of stores and office equipment associated with the project;
• Maintaining and updating asset registers

Required Skills and Experience

Education:

• A Bachelor’s Degree or equivalent in Commerce, Business or Public Administration and Accounting/Financial Management or related field.

Experience:

• At least three (3) years of progressively responsible administrative work, especially with development projects;
• Familiar with UNDP administrative, program, and financial procedures preferred
• Experience in the usage of computers and office software packages (MS Word, Excel, etc), and advanced knowledge of spreadsheet and database packages
• Experience in handling of web-based management systems will be an added advantage.
• Strong understanding of budgeting and the UN accounting system
• Cash advance management and budget preparation experience
• Demonstrated experience in the management of financial and operational aspects of project, assets, maintain registries for inventory of non-expendable equipment and ensure that the equipment is safe and in proper working condition, providing regular updates to inform further implementation
• Demonstrated experience in the preparation budget revisions of the projects based on the Combined Delivery Reports (CDRs)
• Demonstrated experience in the preparation of financial status reports, progress reports and other required financial reports

Required Language:

• English

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/20179