FINANCE AND ADMINISTRATION ASSISTANT - Kasane, BOTSWANA

Background

The project contributes to the realization of the GEF Biodiversity Focal Area, strategic objective one: Improved sustainability of Protected Area systems. It seeks to strengthen protected area management within the 24,177 sq km Chobe-Kwando-Linyanti matrix of PAs and buffer zones, and reduce threats to biodiversity in the buffer zone by putting in place measures to ensure that land use in sensitive areas adjacent to the Chobe National Park and Forest Reserves (Kasane, Kasane Extension, Kazuma, Chobe, Sibuyu, and Maikaelelo) are compatible with biodiversity conservation aims, and coordinated by the different stakeholders, including communities in the multiple use areas, in pursuit of this objective. This is critical, as wildlife depends on the wider ecological landscape outside protected areas for long term survival. Improved management systems will be put in place to strengthen PA management, to expand the tourism economy, and to improve PA budgets to the levels required to manage the PA. In addition to new management systems, staff will be trained according to PA performance requirements, and to have a greater appreciation of economic and livelhood issues.  A significant effort will be made to strengthen integrative processes, plans and coordination in the district, for the purpose of protecting the integrity of the greater ecosystem, and its tourism economy and economies of scale. Further investment in tourism will increase park revenues, provide jobs, spread tourism away from concentration zones and protect areas of the parks that are currently under-utilized and enable even more people to enjoy the wildlife spectacle. Tourism expansion and household benefits will be used to bring ordinary people more into the tourism economy, and to encourage more compatible land uses and a reduction in human wildlife conflict in buffer zones.  In this way, the economy of Chobe can be greatly expanded in synergy with greater incentives for conservation as a primary land use option. The Chobe region’s economic viability is limited  by the failure of management systems to unlock its potential.  The project will endevour to do this through pursuing two interelated outcomes; The first outcome will promote collaborative governance amongst stakeholders, to optimize the way land uses are integrated in the PAs and their buffer zones.  Integrated planning will build on the economies of scale associated with tourism to promote economic growth and employment and compatibility of land use. It will also address threats such as the loss of wildlife corridors, Human-Wildlife Conflict, infrastructure development, and inappropriate land allocation. Tourism development will also be enhanced through integrated land use planning, thereby expanding and diversifying tourism in priority and under-used areas. The new tourism developments will leverage tourism growth to generate funding for PAs and create benefits for marginalised communities.   The second outcome will promote management effectiveness of the PAs by improving financial sustainability in the core PAs. There is currently under-funding of PA management which trend could be reversed through utilisation of ecosystem valuation approaches and demonstrating the  importance of the CKL matrix in the regional economy of Chobe. Therefore, a strong economic and technical case for increased budgets and management effectiveness will be developed, including the advantages of managing PAs as business centres that pursue options such as revenue retention and tourism diversification. Technical assistance, faciliation and training will also be provided to strengthen PA management effectiveness with clearly defined objectives, and developing effective systems for resource protection and monitoring. These approaches will be piloted at CKL matrix site with a view to demonstrating lessons and making recommendations for national level policy review. This four-year initiative will begin in 2014 and be completed in 2017. UNDP is looking to recruit a dynamic individual to provide Finance and Administration assistance to the Project Manager in ensuring effective and efficient use of project funds towards the achievement of the defined goals and objectives by the end of the project.

Duties and Responsibilities

Budget and Finance  Assist the Project Manager in preparation of cost plan in line with financial rules and regulations, and monitors and control all administrative and finance matters of the project in complete coordination and liaison with the Project Manager; Draft adequate financial/administrative justifications for the project and updates related to revision of cost plans; Draft of quarterly request for funds (Financial authorizations) in line with the approved cost plans and review status of expenditures in comparison with financial authorizations; Review of all petty cash vouchers of the project office. Prepare request for the petty cash replenishment in timely manner and follow up on payments. Act as petty cash custodian for the project office. Maintain petty cash files and monitor performance. Prepare payment requests for payroll for staff and consultants, liaising with UNDP to ensure timely payments; Review received invoices/bills for payments: utility bills, invoices, for received goods and provided services, travel claims, overtime etc. and prepare instruction for payment through UNDP, input in the ATLAS System and ensuring proper documentation, approvals and timely payments; Draft and monitor the procurement plan for the project office in line with the approved cost plans, and prepare detailed specifications of equipment and supplies to be purchased and scope of work; Issue request for quotations and prepare purchase orders; Follow up on contracts for rental, utilities and other type of works related activities subject to contracts; Follow up with UNDP Procurement on pending procurement requests; Preparing Travel Authorizations for official travels, workshops and training, ensuring appropriate justification, costing and approvals. Follow up on travel claims and liaise with travel agency on payments; Update financial log-book, to monitor that expenditures are properly charged to the appropriate budget line, status and availability of funds; Assist in reconciling inter-office vouchers (IOVs) with UNDP to confirm accuracy of accounts to headquarters, identifying corrective actions to erroneous financial entries as required; monitor that UNDP IOVs provide adequate information to allow for reconciliation with UNDP accounting system and reports; Prepare monthly reports of project expenditures and other finance and administrative performance for submission to UNDP CO; Follow up on payments for cost recovery for private use of project assets, in particular phone and vehicle usage; Follow up on outstanding advances given to project office, review liquidation and coordinate with UNDP regarding refund of excess funds. General Administration Ensure office files (chrono in/out file, Finance, payments, various manuals, etc.) are maintained accurately; Receive, inspect and verify all received goods. Enter records in the asset control database ensuring inventory records are up-to-date and accurate; Maintain and control inventory of assets, ensuring that all project property is properly assigned and tracked (all vouchers signed, filed and recorded). Facilitate the physical inventory verification exercise by checking the accuracy of records and location of property; Ensure adequate office supplies. Maintain a system for allocation and tracking; Represent the project on administrative issues such a common services, premises, etc. Support in formalities related to opening, managing and closing project office; Support the Project Manager in any administrative task as required. ICT Provide immediate support to information and communication technology issues at the project office level; Provide support in the procurement of ICT goods and services; Provide support in the establishment and maintenance of project local area network (LAN); Ensure office printers and plotters are in working condition and availability of inks and toners; Provide support in maintenance of office server, desktops and laptops; Ensure emergency communication equipment are fully functional and operational such as cellphones and telephones. Results Expected:  Provides general office and administrative support, including accurate and timely production of reports, processing of    documents and administrative requirements; Maintains accurate records and/or data. Appropriately applies relevant policies, guidelines, procedures and processes. Recognizes and reports data and other discrepancies; Establishes effective working relationships with internal and external contacts at all levels.

Competencies

Core Competencies Professionalism: Ability to perform a broad range of administrative activities aimed at effective and efficient financial and human resources management, including screening and collecting documentation, financial data processing, filing, provision of information; Good knowledge of financial rules and regulations, accounting; Ability to perform a variety of standard tasks related to financial resources management, including screening and collecting documentation, financial data processing, filing, provision of information; Solid problem solving skills; Ability to work under pressure in a stressful environment and maintain deadlines. Planning and Organizing:  Ability to plan own work; Manage conflicting priorities and work under pressure of tight and conflicting deadlines; Monitors and adjusts plans and actions as necessary. Communication:  Excellent oral and written communication skills;  Ability to draft/edit a variety of written reports  and communications and to articulate ideas in a clear, concise manner. Teamwork:  Excellent interpersonal skills and ability to establish and maintain effective partnerships in a multi-cultural, multi-ethnic environment and respects diversity; Positive and constructive attitude with good communication skills; Works collaboratively with colleagues and encourages office staff to share knowledge to achieve organizational goals. Leadership and Self-Management:  Focuses on result for the client and responds positively to feedback; Consistently approaches work with energy and a positive, constructive attitude; Remains calm, in control and good humored even under pressure. Client Orientation: Considers all those to whom services are provided to be 'clients' and seeks to see things from clients' point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients' needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client. Technological Awareness:  Keeps abreast of available technology; Understands applicability and limitation of technology to the work of the office; Actively seeks to apply technology to appropriate tasks; Shows willingness to learn new technology.

Required Skills and Experience

Education: University degree (Bachelor's degree or equivalent) in Business Administration, Management, Public Administration and     Social sciences or related field; Specialized training and/or certification in Accounting, HR, and procurement would be an added advantage. Experience: Minimum six (6) years of progressively responsible experience is required at the national or international level, in Finance and Administration;       Intermediate level knowledge of Microsoft Office software programs (MS Access, MS Excel and MS Word desirable); Knowledge and experience of database development and management would be an asset. Language: Fluent in spoken and written English. 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.

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