Malawi has made significant progress towards its democracy since the introduction of multiparty elections in 1994 holding successive rounds of concurrent parliamentary and presidential elections. Local elections were, however, held only in 2000 and subsequent re-elections postponed since 2005. In November 2012 a constitutional amendment was passed by Parliament to pave the way for Malawi’s fifth round of national elections to become the inaugural tripartite (Presidential, Parliamentary and Local) elections in May 2014. The decision occurs, however, following a suspension of the Malawi Electoral Commission (MEC) in 2010/2011 and the appointment of a new Board of Commissioners and Chairperson in 2012.
UNDP and other development partners are supporting the MEC in its preparations for these landmark polls in 2014, as well as ongoing institutional development throughout the 2013 to 2016 electoral cycle. Through the 2013-2016 elections project, UNDP is committed to strengthening the capacity of the MEC to organize and conduct the elections, ensure broad inclusiveness and informed participation among citizens and key stakeholders in a peaceful and fair election process with emphasis on promoting the participation and engagement of women, youth and those living with disabilities and marginalized groups. Under the project, the Basket Fund is to be established to manage contributions from Development Partners for the upcoming elections.
The main objectives of the project are to support the MEC to plan, conduct and supervise free and credible tripartite elections, and to develop the institutional capacity of the MEC to minimize the need for external technical assistance in future elections. The primary purpose of this position is to manage a basket fund mechanism that will administer the contributions of development partners for electoral project, which will complement national resources from the Government of Malawi. Under the overall guidance and supervision of the Resident Representative, the position will administratively report to the Deputy Resident Representative (Programs) and technically to the Senior Elections Advisor, and will work closely with the UNDP CO governance team as well as operations units. This is a Development Project Funded Position.
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Ensure effective management of donor funds to reduce levels of supplementary and budgetary appropriations of the basket fund.
- Preparation and monitoring of donor funds against the budget; regular analysis and reporting on the budgetary transactions;
- Produce regular financial reports, analyzing the budget availability and tracking and reporting on incoming donor contributions and commitments;
- Conduct appropriate budget risk management, mitigation and responses;
- Full compliance with IPSAS and UNDP’s 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;
- Full familiarity and compliance with donor agreement requirements and obligations against budget expenditures.
- Elections financing processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance;
- Continuous analysis and monitoring of the financial situation, presentation of forecasts for development and management project, monitoring of financial exception reports for unusual activities and transactions;
- Implementation of the control mechanism for the project through monitoring budgets preparation and modifications, budgetary status versus donor commitments and contributions as well as with the UNDP ASL with HQs on received donor funds and maintenance of the General Ledger;
- Timely preparation of monthly cash flow forecast for use by the UNDP CO and Technical Assistance Team at MEC.
Ensure effective management of the elections project resources, focusing on quality control of the full cycle of programming from formulation, monitoring, implementation, and reviews:
- Effective application of RBM tools, establishment of management targets and monitoring and achievement of results;
- Strategic oversight of planning, budgeting, implementing and monitoring of the elections basket fund, tracking use of resources in accordance with UNDP rules and regulations, as well as policies and procedures;
- Conducts a thorough analysis and elaboration of proposals on cost-saving and reduction strategies;
- Elaboration of proposals for planning of financial resources of the project preparation of reports containing analysis of the financial situation;
- Works closely with and provide technical assistance to the UNDP CO governance team to promote effective coordination of donor funds management vis a vis activities of the MEC;
- Undertakes effective liaison and coordination with Development Partners to ensure a coordinated, harmonised and integrated approach which guarantees ongoing financial and technical support for its development and consolidation;
- Transfers skills and develop capacity in resource mobilization and coordination strategic planning and costing through on-the-job coaching and briefing sessions;
- Effective follow-up to audit and audit recommendations;
- Team work with the colleagues in the country office, MEC staff, and UNDP TA team at MEC;
- Contribution to the learning initiative in the MEC as well as in the UNDP CO, and to the knowledge management initiative.
Facilitate and maintains strategic partnerships and resource mobilization:
- Development of partnerships for achieving effective resource mobilization for programme outcomes;
- Establishment and coordination of partnerships with UN agencies, bilateral and multilateral donors, government institutions, organized private sector, CSOs and other stakeholders;
- Preparation of briefings on possible areas of cooperation and identification of opportunities for cost-sharing;
- Contribution to the establishment of cooperation and inter-change between national and sub-national institutions and key national and international stakeholders; and
- Technical support and expert advice in the formulation, implementation, monitoring, and reviews of the elections project.
Facilitation of knowledge sharing and management between MEC, UNDP and other Stakeholders.
- Provide regular written reports on the status of the basket fund.
- Liaise with and maintain regular contact with UNDP CO staff, Development Partners, and MEC staff.
- Successes and best practices generated and communicated with MEC, UNDP, and other key stakeholders in the areas of operations and logistics support.
- Providing specialist advice on a timely basis to UNDP on significant policy measures.
- Support the development guidelines and methodologies for the dissemination of information to key stakeholders.
- Promotion of South-South collaboration in support for exchange of information and experience with other countries.
Impact of Results
The key results have an impact on the Basket Fund management, efficiency in financial resources management and success in financial strategies. Accurate, thoroughly researched and documented financial information, timely and appropriate delivery of services ensure client satisfaction and enhance UNDP credibility in use of financial resources.
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Corporate Competencies:
- Demonstrates integrity by modeling the UN’s values and ethical standards;
- Promotes the vision, mission, and strategic goals of UNDP;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
- Awareness of the UNDP financial systems;
- Sensitivity to local culture, customs and traditions and excellent interpersonal skills;
Functional Competencies:
Technical Knowledge
- Demonstrates a thorough understanding of the issues and challenges related to the management of the elections basket fund;
- Exhibits a good knowledge of institutional development and capacity building issues;
- Displays process, transparency and accountability in the country;
- Computer literacy, including handling relevant financial management systems..
Knowledge Management and Learning
- Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example;
- Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills;
- Promotes excellent knowledge of financial management systems and a good understanding of expenditures, financial policies and procedures;
- Promote excellent ability to demonstrate national capacities building (mastery of the tool and their application).
Development and Operational Effectiveness
- Ability to provide analytical inputs to financial management and results-based management and reporting;
- Ability to make the analysis of requirements and parameters provided in support of financial processes in the CO
- Ability to formulate and manage budgets, contributions and investments, and transactions; conduct financial analysis, reporting and cost recovery;
- Good knowledge of accounting;
- Ability to implement new systems and affect staff behavioral/ attitudinal change.
Management and Leadership
- Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
- Consistently approaches work with energy and a positive, constructive attitude, especially under pressure.
- Demonstrates excellent oral and written communication and inter-personal skills;
- Demonstrates openness to change and ability to manage complexities;
- Ability to effectively operate in multi-cultural environment.
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Education:
- Master’s Degree or equivalent in Finance, Business Administration, Public Administration, Economics or related field.
Experience:
- Minimum 7 years of relevant experience at the national or international levels in providing financial management services and/or managing staff and operational systems;
- Experience in the 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;
- Experience in dealing with UN Financial Rules and Regulations (UNFRR) and ATLAS/ERP is highly desirable.
Language:
- Fluency in English (oral and written).
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