Location:

Port Louis, Mauritius
Salary:

negotiable / YEAR
Job type:

CONTRACTOR
Posted:

3 weeks ago
Category:

Budget and Accounting, Finance, Procurement, Supply and Logistics
Deadline:

23/04/2024

JOB DESCRIPTION

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The United Nations Development Programme Country Office (UNDP CO) in Mauritius will implement an Adaptation Fund project ‘Restoring Marine Ecosystem Services by Restoring Coral Reefs to Meet a Changing Climate Future’ is financed through an Adaptation Fund Board (AFB) grant. The project is being implemented under the Direct Implementation Modality (DIM) and involves executing partners in the Republic of Mauritius (Ministry of Blue Economy, Marine Resources, Fisheries and Shipping) and the Republic of Seychelles (Ministry of Environment, Energy and Climate Change). The project implementation started in 2020 and run over a period of six years (72 months).

The overall objective of the project is to reduce the impact of climate change on local communities and coral reef-dependent economic sectors in the Republic of Mauritius and the Republic of Seychelles by implementing coral reef restoration with thermal tolerant corals as adaptation to climate change. The project objective will be achieved through the following outcomes: –

development of a sustainable partnership and community-based approach to reef restoration;
establishment of coral farming and nursery facilities;
active restoration of degraded reefs;
improved understanding and knowledge management of using coral reef restoration as an adaptation to climate change;
sharing regionally and globally the experienced learned in sustainable coral reef restoration; and
training to build capacity for long-term sustainable coral reef restoration.

The project is divided into three components:

Component 1: Enhancement of food security and reduction of risks from natural disasters through the restoration of degraded reefs in Mauritius.

Component 2: Enhancement of food security and reduction of risks from natural disasters through the restoration of degraded reefs in Seychelles.

Component 3: Knowledge, management and sharing, training and sensitization to build regional capacity for sustainable reef restoration.

Summary of Key Functions

The Finance and Procurement Associate (FPA) will be locally recruited based on an open competitive process. Under the guidance and direct supervision of the Regional Project Manager, the FPA provides leadership in execution of procurement services for the AFB project, ensuring effective and transparent utilization of financial resources and integrity of financial services. He/she will implement procurement management policies, procedures and systems in accordance with AFB and UNDP requirements. The FPA promotes a client-oriented approach consistent with UNDP rules and regulations as well as those of the AFB.

Summary of Key Functions

Administration and procurement support;
Facilitate project-related procurement activities;
Support in the preparation and administration of budgets and effective cost recovery;
Administration and implementation of operational strategies, processes and procedures;
Facilitation of knowledge building and knowledge sharing.

Duties and Responsibilities

1. Administration and procurement support focusing on:

proper control of the supporting documents for payments, review of financial reports for DIM projects;
approval of vendors, if authorized;
maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in the system, payrolls are duly prepared, travel claims and other entitlements are duly processed;
close monitoring of all payroll processes and contract extensions, while keeping HR informed;
coordination and review of accounts closure;
timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
timely response to AFB and UNDP HQ requests to resolve financial data issues;
maintenance of the Accounts Receivables and follow up with partners on contributions.

2. Facilitate project-related procurement activities

prepare annual procurement plans, by collecting required information from the Regional Project Manager and other project staff as well as from the UNDP Head of Environment Unit;
conduct market research for the goods and services to be procured, and produce market research reports and cost estimations for the goods and services to be procured;
prepare technical specifications for the goods to be procured within the scope of the Project, liaise with the relevant staff of each Ministry and Institution in the Republic of Mauritius and the Republic of Seychelles during preparation of the technical specifications, and ensure that the technical specifications of the goods are endorsed by the respective governments;
prepare terms of reference for the services to be procured within the scope of the project, liaise with the Government of Mauritius and Government of Seychelles during preparation of the terms of reference, and ensure that the terms of reference of the services are endorsed by the respective governments;
support preparation of statement of works for the civil works contracts, in coordination with civil engineers, and staff of the governmental institutions in the Republic of Mauritius and the Republic of Seychelles;
prepare other solicitation documents, such as request for quotations, request for proposals, invitation to bid etc.;
initiate and/or facilitate advertisement processes, ensuring that all solicitation documents are advertised in accordance with the relevant procedures and rules;
monitor receipt of offers, proposals etc., and secure/file signed and dated receipt fiches;
participate in the evaluation committees to carry out secretarial duties;
prepare evaluation grids, templates etc. to facilitate the work of the evaluation committees;
produce minutes of the evaluation meetings;
facilitate establishment and work of the evaluation committees, by keeping minutes of the evaluation committee meetings etc.;
keep records, file and archive all procurement related activities and documents, submit such documents to AFB and UNDP regularly;
facilitate management of contracts to be issued within the scope of the project.

3. Provides support in the preparation and administration of budgets and effective cost recovery, and review of financial reports focusing on achievement of the following results:

preparation and modifications of budgets for project components;
implementation of the control mechanism for development projects through monitoring budgets preparation and modifications, follow up with HQs on replenishment from AFB, maintenance of the General Ledger;
sending project budget if authorized by the Senior Management (can be done only based on signed project documents and project budgets);
presentation of thoroughly researched information for planning of financial resources of the project, reports containing analysis of the financial situation;
timely preparation of cost-recovery bills for the services provided by, elaboration and implementation of the income tracking system and follow up on cost recovery.
preparation of roster for DSA payment for Workshops & Conferences;
timely preparation of monthly cashflow forecast for use by Regional Project Manager.

4. Ensures administration and implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:

full compliance with UN/UNDP/AFB 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;
project finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management;
implementation of cost sharing and trust fund agreements, elaboration of conditions of contributions within the project resource mobilization efforts;
elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

5. Ensures facilitation of knowledge building and knowledge sharing within the project focusing on achievement of the following results:

organization of training for the operations/programme/projects staff on procurement;
synthesis of lessons learnt and best practices on procurement;
sound contributions to knowledge networks and communities of practice.

Competencies

Core

Achieve Results: 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.

Business Development: Operations:

Knowledge of relevant concepts and mechanisms.

Business Management: 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: 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.

Procurement:

Procurement management: The ability to acquire goods, services or works from an outside external source.

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

Required Skills and Experience

Education:

Minimum high school diploma OR,
Bachelor’s degree in Finance, Accounting, Business or Administration;
Procurement or Accounting (part qualification) Certificate from an internationally recognized institute of accountancy will be a distinct advantage.

Experience:

7 years of experience in finance, accounting and/or procurement experience is required for high school diploma holders and 4 years for Bachelor’s degree holders
Demonstrable ability to administer project budgets and track financial expenditure.
Knowledge of IPSAS and/or IFRS required.
Knowledge of UNDP procurement rules desirable.
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 and ERP financials.
Driving License.
Snorkeling and Diving (optional).

Required Language(s) (at working level

Fluency in English and French (written & spoken); Mauritius Creole is desirable>

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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