The outcomes, outputs and activities are in response to and the result of detailed discussions with the Electoral Commission of Zambia (ECZ), cooperating partners and other national stakeholders.

The DSZ consists of two interlinked result areas:
1. Electoral institutions and processes strengthened and,
2. Programming for Peace in support the Zambian electoral cycle.

These two result areas are strongly interlinked with following six key results:
1. Inclusive and participatory decision-making;
2. Strengthened responsive and accountable institutions;
3. Transparent institutions with improved access to information;
4. Improved technical and organizational capacities of national electoral stakeholders;
5. Credible and legitimate institutions work with integrity, and
6. Enhanced conflict prevention and mitigation mechanisms.

In the light of the recommendations of evaluations of past electoral assistance programmes implemented by UNDP in Zambia, emphasis is placed on an effective programme management with a particular focus on the impact of the project on beneficiaries and on the electoral process in its entirety. DSZ will also aim to provide sustainable institutional development support and complement existing knowledge and know-how throughout the electoral cycle. As a result, a Project Management Unit (PMU) will be established to oversee all project-related endeavors according to best practices and advise institutional partners on electoral matters. The PMU requires the services of a  Admin and Finance Analyst  as part of the Team.

Ensures implementation of operational and financial management strategies and procedures focusing on achievement of the following results:

• Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies;
• Financial analysis and oversight for all resources managed by the project and provision of high-quality professional advice to the PMU;
• Budgetary control which includes preparation of budgets, tracking actual expenditures, and taking corrective action where there are variances;
• Supporting audit of financial resources in accordance with UNDP rules and regulations;
• Organization and oversight of project cash management processes, including liquidity management, recommendation of imprest level, risk assessment, timely accounting and reconciliation of all project transactions, security for cash assets on site;
• Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions;
• Provision of information to the Senior Advisor, Peaceful Elections and Democratic Strengthening and other UNDP staff at the CO on the results of the investigation being undertaken.

Provides effective and accurate financial resources management, oversight accounting and administrative support to the Finance Unit focusing on achievement of the following results:

• Proper control of the supporting documents for payments and financial reports; preparation of all types of vouchers for the project as per approved Annual Work Plan (AWP);
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded; travel claims, and other entitlements are duly processed within the lead time;
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
• Elaboration of the internal expenditures’ control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Quantum payrolls are duly prepared; monthly payment orders (MPOs), travel claims and other entitlements are duly processed;
• Control of accounts closure;
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
• Timely response to the requests from HQ, Regional Service Center and the Country Office Team (COT) from the Regional Bureau to resolve financial data issues/exceptions;
• Responsible to control and monitor the financial closure of the project;
• Monitor pledges and contributions of donors to perform budget revisions;
• Report to the donors on the status of expenses related to their contributions;
• Take into account remarks from the donors and make necessary adjustments;
• Prepare on a regular basis a regular report on the financial status of the project;
• Present and explain to donors the financial situation of the project;
• Take into account remarks from the project board and make necessary adjustment in the project budget and financial reporting.

Manage the project budget focusing on achievement of the following results:

• Management of all financial resources through planning, guiding, monitoring and controlling of the resources in accordance with UNDP rules and regulations;
• Preparation and monitoring of projects’ budgets in Quantum;
• Regular analysis and reporting on the budget approvals and the delivery situation of management projects;
• Elaboration of proper mechanisms to eliminate deficiencies in budget management;
• Collection of information on internal and external clients’ satisfaction and needs in order to develop improvements to services;
• Ensuring that advance payments and direct payments are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the Quantum system on a timely basis;
• Ensuring that financing contributions are properly transferred to the project on a timely basis;
• Submission of financial reports to donors on a timely and quality basis;
• Management of all financial resources through planning, monitoring and controlling of the resources in accordance with UNDP rules and regulations;
• Preparation and monitoring of the project budget in Quantum including routine budget revisions to ensure alignment with the annual work plans;
• Routine analysis of the project delivery to the Senior Advisor and the Country Office for decision making purposes.

Support efficient project cash management system focusing on achievement of the following results:

• Management of cash receipts and petty cash from donor contributions;
• Control of the Accounts Receivables for the DSZ projects and follow up with partners on contributions, maintenance of the General Ledger and ensuring the timely budgeting of UNDP contribution to the project;
• Monitor financing contributions and support proper transfer to UNDP on a timely basis, and;
• Maintenance of cash book for the project, and;
• Timely preparation of cash flow forecast for use by the Finance Unit.

Ensures proper control of the project Assets focusing on achievement of the following results:

• Maintenance and repair of office equipment;
• Implementation of Inventory and physical verification check-up in the projects;
• Oversee the archiving system of the project and manage the documentation;
• Maintenance of the asset register for project assets and all financial records.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build and/or /maintain coalitions/partnership.
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

Functional/Technical competencies

Finance: Management and cost accounting

• Ability to produce periodic qualitative and quantitative performance reports to facilitate effective decision-making and performance monitoring.
• Ability to use a range of costing techniques and analyze cost-related data to provide quantitative information to the users of reports.

Finance

• Financial planning and budgeting: Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting, forecasting, analyzing, and reporting.

Procurement

• Contract management: Knowledge of contract management concepts, principles, and methods, and ability to apply this to strategic and/or practical situations.

Procurement 

• Financial analysis: Knowledge of evaluating businesses, projects, budgets, and other finance-related transactions to determine their performance and suitability.

Procurement 

• Sourcing: Ability to find, evaluate, and engage suppliers of goods and services.

Business Direction and strategy

• Experience working on democratic governance initiatives including elections is an advantage;
• Experience in liaising with local counterparts, including line ministry officials, is a strong asset;
• Experience and knowledge of UN/UNDP Processes and Procedures is desirable;
• Proven records of good communication, culturally and politically sensitive in the work with counterparts and be able to work at all levels is an asset.

• Fluency in English  is required.

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