The UNDP in conjunction with the Zimbabwe National Statistics Agency (ZIMSTAT) formerly Central Statistical Office (CSO), the Ministry of Finance (MoF), Ministry of Economic Planning and Investment Promotion (MoEPIP) UNCEF, AfDB and ACBF are partners in the 2010/2011 Poverty, Income, Consumption and Expenditure Survey (PICES). This is the sixth survey in the ICES series, but this time has been intergraded together with the Poverty Assessment Study Survey (PASS) which is now entering its third (3rd) round. It will provide data on socio-demographic characteristics of poverty, incomes, receipts from households and agriculture, consumption and other expenditures on a weekly basis and for some items on a monthly basis. The PICES will be based on a nationally representative sample of around 32 000 households covering the period from February 2011 to January 2012. The 2010/2011 PICES will collect socio-economic data down to district level, using a sample size of 32 000 households. District-level information is being collected for three reasons: (i) The district is the unit to which Central Government has devolved economic, social and administrative management; (ii) District Councils have no other data reported on them except by the population Censuses; and (iii) there is renewed demand for district-level data, both locally and internationally. The project therefore requires the services of a full time Programme Assistant (PA) to work under the Project Manager to carry out finance, administrative and programmatic duties. The PA will also be responsible for producing financial reports which will be presented to the development partners by the Project Manager. The Programme Assistant will be responsible for performance of programmatic support in the PICES project implementation. He/She will provide programmatic and administrative support to the Project Manager. The Programme Assistant will carry out his/her functions under the direct supervision of the Project Manager. Specifically, the incumbent will: - Monitor project budget and financial expenditures to ensure conformity with the work-plan; process direct payments and advance requests and prepare project budget revisions to be entered into Atlas software. Liaise with UNDP Office on financial and administrative matters and ensure that all administrative and financial transactions are properly carried out according to the requirements of UNDP. Produce financial reports; communicate with the ZIMSTAT and UNDP on financial issues.
- Assist ZIMSTATs in the day-to-day project correspondence, information sharing, filing ensuring that appropriate follow-up actions are taken. Assist in preparing evaluation reports, annual project reports, and update project files. Prepare minutes of project meetings. Prepare all documentation for contract issuance.
- Render logistical support.
- Prepare records and other documents on PICES project implementation.
- Liaise with project counterparts on day-to-day implementation of project activities. Perform other duties as determined from time to time.
Summary of Key Functions: - Administrative and programmatic support to the PICES Project Manager.
- Support to the administration and implementation of the program and financial activities of the project to ensure effective programme delivery and fiduciary responsibility.
- Support to the financial management of PICES.
|
Duties and Responsibilities |
Ensures effective support to the administration and implementation of the PICES project, focusing on achievement of the following results: - Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
- Elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management.
- Administrative support to the full implementation of the scheduled activities in accordance with the signed Work Plan.
- Support to the production of timely financial reports and updates.
- Provide all necessary support as required in terms of administrative and NEX reporting requirements, and all relevant clearance procedures for finance, procurement, recruitment, travel, etc.
- Under the guidance of the Project Manager and in close collaboration with the UNDP Procurement Unit, carry out and submit required preparatory work for contracts, tendering, according to UNDP procedures, rules and regulations;
- Support to the coordination of assets management in the project, timely preparation and submission of periodic inventory reports, assist in physical verification of inventory items.
Provide support to the financial management of the project, the Programme Assistant focuses on the achievement of the following results: - Under the supervision of the Project Manager and with support from the Technical Committee, assist in preparing budget and budget revisions as required; update and initiate processing of project financial entries in Atlas; ensure transmission of project financial data for inclusion in Atlas;
- Implementation of the control records such as commitments and expenditures
- Assist in the review of financial reports from partners and sub-contractors;
- Support to the preparation of project budget as well as budget revisions, review of non-PO vouchers for project inputs and put in Atlas
- Support to the creation of requisitions in Atlas for project inputs; making budget check for requisitions, POs and vouchers.
- Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
- Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed transactions are correctly recorded and posted in Atlas; travel claims and other entitlements are duly processed
- Reconcile the records of payments with activities and recommends new disbursements to the Project Manager.
- Provision of researched information, and reports for audit exercises
Provides support to implementation of the resources mobilization strategy focusing on achievement of the following results: - Tracking and reporting on mobilized resources.
- Review of contributions agreement
- Monitoring of cost-sharing contributions
- Advice to Project Manager and Project Staff on different donor reporting requirements; monitoring of financial reports to be submitted to development partners.
|
Competencies |
Professionalism - Knowledge of the UN systems. - Demonstrated ability to manage processes and maintain accurate records.
- Ability to work independently and to maintain flexibility in working hours.
- Planning and Organising – Demonstrated effective organisational skills and ability to handle work in an efficient and timely manner.
- Demonstrated ability to coordinate tasks to meet deadlines.
- Teamwork – Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
- Demonstrated ability to develop and maintain effective work relationships with counterparts.
Corporate Competencies: - Demonstrates commitment to UNDP’s mission, vision and values.
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies: Knowledge Management and Learning - Shares knowledge and experience
- Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness - Ability to administer and execute financial processes and transactions
- Ability to perform work of confidential nature and handle a large volume of work
- Sound knowledge of financial rules and regulations, accounting
- Good knowledge of Results Management Guide and Toolkit
- Strong IT skills, knowledge of Atlas software.
- Ability to provide input to business processes re-engineering, implementation of new system.
- Ability to write in a clear and concise manner and to communicate effectively orally.
Leadership and Self-Management - Focuses on result for the client
- Consistently approaches work with energy and a positive, constructive attitude
- Remains calm, in control and good humoured even when under pressure
- Demonstrates openness to change and ability to manage complexities
- Responds positively to feedback and differing points of view
|
Required Skills and Experience |
| Education - Secondary Education, preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences will be a distinct advantage.
Experience - At least 5 years of programming and administrative assistance experience, of which preferably; experience in finance and accounting procedures.
- At least two years experience conducting national surveys from survey design, data collection, data analysis and reporting
- 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 especially ATLAS.
Language requirement - Fluency in written and spoken English and national language.
|
No comments: