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Office/Unit/Project Description
Climate change in Seychelles has intensified coral bleaching events and mortality over recent decades. Climate change projections predict that global coral bleaching events will increase in frequency and intensity. To reduce the impact of climate change on local communities and coral reef-dependent economic sectors, the United National Development Programme (UNDP) and the Adaptation Fund (AF) have launch a regional project specifically aiming at increasing climate resilience at both regional and local levels by implementing coral reef restoration with thermal tolerant corals as adaptation to climate change. The regional ‘Restoring Marine Ecosystem Services by Rehabilitating Coral Reefs to Meet a Changing Climate Future’ project or ‘Coral Restoration project’ is being implemented by UNDP in both the Republic of Mauritius and the Republic of Seychelles through the Direct Implementation modality (DIM). Overall the project has 3 major components of which Component 1 is for Mauritius; Component 2 is for Seychelles and Component 3 is for regional activities and knowledge sharing. The project objective will be achieved through the following outcomes i) development of a sustainable partnership and business approach to reef restoration, ii) establishment of coral farming and nursery facilities, iii) active restoration of degraded reefs; and in both countries iv) improved understanding and knowledge management of using coral reef restoration as an adaptation to climate change v) sharing regionally and globally the experienced learned in sustainable coral reef restoration, and ix) training to build capacity for long-term sustainable coral reef restoration.
In Seychelles, the Ministry of Agriculture, Climate Change and Environment (MACCE) is the national responsible party for the project. To ensure effective implementation of the Coral Restoration project and delivery of all the intended outcomes and outputs in accordance with the Project Document within the approved budget, UNDP seeks a qualified Financial and Administrative Associate for the Seychelles component. Financial and Administrative Associate in Seychelles will be a part of the regional project management team and work under direct the supervision of the Regional Project Manager and under the guidance of the UNDP Seychelles team and Natoinal Project Coordinator
Scope of Work:
Duties and Responsibilities
Summary of Key Functions
The Financial and Administrative Associate (FAA) will work under the direct supervision of the Regional Project Manager and guidance of the UNDP Programme and Operations Specialist and National Project Cordinator in Seychelles. Key function of the FAA is to provide effective administrative and financial support services to the Seychelles Coral Restoration team in accordance with respective UNDP and Adaptation Fund (AF) procedures to ensure successful implementation of the project with delivery of all the intended outcomes and outputs in accordance with the Project Document within the approved budget, including such duties and responsibilities. She will also liaise with the Chief Programme Coordinator and Senior Accountant of the Programme Development and Coordination Section (PDCS) under the MACCE to ensure that the implementation of the activities are carried out in line with the approved project document and Work Plan.
A budget and associated annual work plan (as approved by the Project Steering Committee) will provide guidance on the implementation of activities.
Ensure administration and implementation of operational strategies, adapt processes andprocedures focusing on achievement of the following results; Ensure administration of the project budget; Provide accounting and administrative support to the project; Implement HR services.
Functions/Key Results Expected
Specific tasks and responsibilities:
1. Ensure administration and implementation of operational strategies, adapt processes and procedures focusing on achievement of the following results:
Full compliance with respective UNDP and AF rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations and; Implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.2. Ensure administration of the project budget:
Contribute to preparation of periodic financial reports required by relevant national and/or donor procedures for project, donors, government and other parties involved in implementation and funding of activities; Liaise with the UNDP Country Office to request funds transfer; Verify financial reports, FACE forms and receipts of contributions; Submit final FACE forms to UNDP Mauritius and; Review budget revisions by Activity Partners and facilitate their approval.3. Provide accounting and administrative support to the project:
Interact with sub-recipient organizations of project funds in facilitation and preparation of the financial reports and other related documentation, directing and consulting of sub-recipients on proper reporting tools; Monitor project financial performance and expenditures vis-a-vis the Project Document and annual and quarterly work plans and ensure the expenditure are in line with the approve annual detailed work plan and Project Document. Identify and properly record issues and plan for corrective actions; Review statement of expenditure by responsible parties vis-à-vis the AWP and QWP & Budget when required. Facilitate disbursement of fund to responsible parties; Prepare expenditure reports and ensure the accuracy of such reports and their timely submission of to the UNDP Country Office; Prepare and submit payment requests with proper support documentation to UNDP; Regularly update ERM for payments/budgets/Face forms/ revisions/reports etc.; Secure appropriate management of project assets (both, for internal use and for subsequent transfer to national beneficiaries) attaining to the respective UNDP rules and procedures; Control the usage of non-expendable equipment (record keeping, drawing up regular inventories); Provide support to audits; spot-checks process, project missions and HACT assessments; Ensure compliance with appropriate operational and financial closure procedures, subject to the AFA's mandate and authority; Prepare and submit travel documents in accordance with UNDP requirements; Arrange travels to be conducted within the project. Monitor if the planned travels are conducted in accordance with AWP and UNDP rules and procedures; Liaise with travel agents for bookings for local, inter-island and international travel. Liaise with Hotels for bookings for international consultants in country; Assist in procurement of services and goods under the project where appropriate; Facilitate VAT exemption; Provide necessary administrative, financial and logistical support to project events, including among other workshops, seminars, working meetings, technical surveys and visits of national and international delegations (visa support, transportation, hotel accommodation etc.); Prepare meetings of the Project Steering Committee (PSC) and further follow-up, and perform secretarial duties during PSC meetings; Keep files of project documents and expert reports and ensure general circulation of documents; Act on telephone inquiries, fax, post and e-mail transmissions, and co-ordinate appointments; Draft project correspondence and documents; finalize correspondence of administrative and financial nature; edit reports and other documents for correctness of form and content.4. Implement HR services such as:
Keep regular contact with project experts and consultants to inform them about the project details and changes; Under Regional Project Manager’s coordination provide services for performance evaluation review of project personnel; Coordinate all project activities (e.g. workshop, missions and technical surveys), logistics and related disbursements and administrative requirements necessary for the smooth running of the project in partnership with the Regional Programme Manager and National Project Coordinator; Review the performance of project activities, monitor key indicators of progress in fulfilment of targets established and; Establish an effective project information strategy including provision of relevant information materials to UNDP CO as well as local media as required.Institutional Arrangements
The Finance and Administrative Associate will report directly and work under the supervision of the ‘Regional Project Manager of the Restoring Marine Ecosystem Services by Rehabilitating Coral Reefs to Meet a Changing Climate Future’ project. He/She will work in close collaboration with the National Project Coordinator, UNDP Seychelles team and the Programme Development Coordination Section of the Ministry. The Finance and Administrative Associate will also work under the guidance of the UNDP Seychelles team to ensure effective
collaboration.
Competencies
Core Competencies
Achieve Result: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline; Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements; Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback; Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible; Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident; Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships; Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.Cross-Functional & Technical competencies
Business Management
Communication Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Portfolio Management Ability to select, prioritize and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment.Business Development
Operations Knowledge of relevant concepts and mechanisms. Monitoring Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.Finance
Accounting (General) Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations. Audit risk management Ability to address audit issues raised in the course of an audit and propose solutions in order to ensure a true and fair audit opinion is achieved. Budget management Ability to support budgetary aspects of work planning process, drawing and management of team budgets.Requirements:
Minimum education requirements:
Secondary education is required or; University Degree in Business Administration, Public Administration, Accounting, Economics, Engineering or equivalent field will be given due consideration.Minimum years of relevant work experience:
A minimum of 7 years (with high school diploma) or 4 years (with a bachelor’s degree) of progressively responsible administrative or project experience is required; Previous relevant experience in financial management and budgeting; Experience in project administration and human resources management; Experience in working with multi-stakeholders.Required Skills:
Computer Literacy and hands on Office software packages (MS Word, Excel, etc) and/web based ERPs.Required Language(s) at working level
English is required; French and Seychellois Creole are desired.Disclaimer
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
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