Under the supervision of the Regional Operations Manager, the Regional Operations Associate will provide a wide range of financial, programme and operational support services and ensure full compliance of UNCDF regional programme operations with the UNCDF operational framework in line with the UNCDF/UNDP rules, regulations and policies. The detailed roles and responsibilities are outlined below:

• Full compliance of administrative activities with UNDP/UNCDF rules, regulations, policies and strategies;
• Provision of inputs to the business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Administration and Logistics in consultation with the direct supervisor and office management;
• Support in elaboration  of proposals and implementation of cost saving and reduction strategies in consultations with office management.

2.) Provision of financial transactional support and ensures effective financial control and oversight in the regional offices:

• Verify the supporting documents and prepare all types of payment invoices for management and development projects.

Proper control and of the supporting documents for payments, ensuring the proper filing system in Country office Database and electronic/hard copies;

• Serve as the focal point of regional management projects and cost recovery for services provided; Regularly update and maintain contracts database, monitor and follow up on financial dashboard of pending transactions;
• Maintenance of the internal expenditures control system which ensures that invoices processed are matched and completed, transactions are correctly recorded and posted in Quantum; payrolls are duly prepared; travel claims, POs and other entitlements are duly processed;
• Prepare zero-dollar invoice (ZDI) and general ledger journal entries (GLJEs) for corrections to ensure transactions are accurate and liaise with Finance Section for review, verification and approval;
• Support to the year-end closure exercise to ensure financial transactions are IPSAS compliant;
• Serve as focal point of overall financial oversight and monitoring of financial activities for programmes in the region.

Prepare regular update on required budget, expense, and other balance sheet accounts analysis;Supports the various internal and external audits and other tasks as required.

3.) Provision of logistical support focusing on achievement of the following results:

• Provides logistical support to organization of conferences, workshops and retreats including travel requests,  reservations;
• Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters;
• Supports control of  Project Assets and inventory including keep record and maintenance of Office Assets and supplies and participation in periodic office physical inventory and asset verification exercises as needed;
• Receipt of shipments, customs clearance arrangements, preparation of documents for shipments (received/sent);
• Perform other work-related tasks assigned by the supervisors.

4.) Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

• Development and maintenance of the project filing system;
• Organization of trainings for the operations/ projects staff on programme.
• Synthesis of lessons learnt and best practices in programme.

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- Customer Satisfaction/Client Management: 

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs;
• Provide inputs to the development of customer service strategy;
•  Look for ways to add value beyond clients’ immediate requests;
• Ability to anticipate client’s upcoming needs and concerns.

• 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;
• Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Finance- Accounting (General): Knowledge of accounting concepts, principles, regulations, policies and ability to apply this to strategic and/or practical situations.

Or

•  A university degree (Bachelor’s degree) in Business Administration or related fields will be given due consideration but is not a requirement.