Finance Assistant Zanzibar

The UN has, since the formation of the United Republic of Tanzania (URT), engaged with both Tanzania Mainland and Zanzibar, within the broad framework of the United Republic of Tanzania. For the last five years, the UN has progressively increased its presence in Zanzibar to cover almost all strategic sectors. This expansion was done in line with the principles of the Delivering as One Initiative, the URT being a pilot country for the UN reform. As a result, a Joint UN Office was officially inaugurated in Zanzibar by the United Nations Secretary General, Mr. Ban ki-Moon in February 2009. On 25th October 2010, the President of Zanzibar approved the new medium-term development strategy for Zanzibar running from July 2010 to June 2015, the MKUZA II. The MKUZA II is fully aligned to the MDG agenda and is directed by the RGoZ Vision 2020. The UNDAP 2011-2015 was endorsed by the Joint UN/Government/Donor Steering Committee on December 13th 2010, identifying the outcomes, outputs and key activities that the UN system will contribute/deliver in support of Tanzania Mainland and Zanzibar. The UNDAP 2011-2015 will now become the basis for UN’s support in Zanzibar. Under the guidance and supervision of the Operations Manager, Finance Specialist or Finance Associate, the Finance Assistant provides financial services ensuring high quality, accuracy and consistency of work. The Finance Assistant promotes a client-oriented approach consistent with UNDP rules and regulations. The Finance Assistant works in close collaboration with the Operations, Management Support and Business Development, Programme and other teams in the CO and with UNDP HQs staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

1. Provides support for the administration and implementation of programme/operations strategies focusing on achievement of the following results: Full compliance with UN/UNDP rules and regulations and other relevant policies on 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. Provision of inputs for preparation of cost sharing, trust fund and other agreements, follow up on contributions within the CO resource mobilization efforts. 2. Provides effective support to administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results: Provision of information for formulation of work plans, budgets, proposals on implementation arrangements and execution modalities. Tracking and preparing spreadsheets on mobilized resources. Processing of cost-recovery bills in Atlas for the services provided by elaboration and implementation of the income tracking system and follow up on cost recovery. Extraction of data from various sources. Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports. Maintenance of the filing system Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit. 3. Provides accounting and administrative support focusing on achievement of the following results: Proper control of the supporting documents for payments, preparation of the supporting documents for payments and financial reports for NEX/DEX projects; processing of PO and non-PO vouchers for development projects. Processing of transactions, ensuring that they are correctly recorded and posted in Atlas in conformity with the internal expenditures control system. Timely corrective actions on erroneous data in Atlas. Compilation of data for internal/external audit. Provision of inputs to reports including donor reports. 4. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results: Participation in the organization of training for the office staff on programme/operations related issues. Synthesis of lessons learned and best practices in programme finance. Sound contributions to knowledge networks and communities of practice.

Competencies

Functional Competencies: Building Partnerships Level 1.1: Maintaining information and databases Tracks and reports on mobilized resources Promoting Organizational Learning And Knowledge Sharing Level 1.1: Basic research and analysis Identifies and communicates opportunities to promote learning and knowledge sharing Job Knowledge/Technical Expertise Level 1.1: Fundamental knowledge of processes, methods and procedures Understands the main processes and methods of work regarding to the position (financial resources management) Possesses basic knowledge of organizational policies and procedures related to the financial resources management and applies them consistently in work tasks Strives to keep job knowledge up-to-date through self-directed study and other means of learning Demonstrates good knowledge of information technology and applies it in work assignments Promoting Organizational Change and Development Level 1.1: Presentation of information on best practices in organizational change Demonstrates ability to identify problems and proposes solutions Design and Implementation of Management Systems Level 1.1: Data gathering and implementation of management systems Uses information/databases/other management systems Makes recommendations related to work procedures and implementation of management systems Client Orientation Level 1.1: Maintains effective client relationships Reports to internal and external clients in a timely and appropriate fashion Organizes and prioritizes work schedule to meet client needs and deadlines Responds to client needs promptly Promoting Accountability and Results-Based Management Level 1.1: Gathering and disseminating information Maintains databases Prepares timely inputs to reports Core Competencies: Demonstrate corporate knowledge and sound judgment Self-development, initiative-taking Acting as a team player and facilitating team work Facilitating and encouraging open communication in the team, communicating effectively Creating synergies through self-control Managing conflict Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member. Informed and transparent decision making UNDP Accounting and Finance Training and Certification Prince2 Training and Certification

Required Skills and Experience

Education: Secondary Education with specialized certification in Accounting and Finance. First University Degree in Business or Public Administration highly desirable, but not a requirement. Minimum of 5 years of progressively responsible finance experience is required. Experience in development project management would be an asset. Experience: Experience in usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems required. Language requirement: Fluency (verbal and written) in English and Kiswahili is required.

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.

Finance Assistant