(a) Sustainable and inclusive economic transformation;

(b) Resilience and natural resources management;

(c) Good governance, peace and social cohesion.

The Governance and Social Cohesion work is focused on Democratic and transparent governance processes that promote peace and social cohesion, justice, human rights and security and provides support to local institutions and partners, including Government institutions, non-governmental and civil society organizations, at central and decentralized levels. In this assignment, UNDP will support in ‘Improving the Implementation of the Universal Periodic Review Recommendations in Mozambique through Strengthening the Monitoring Role of Civil Society’; UNDP will support in ‘Strengthening the national Human Rights system by supporting key national partners and stakeholders’; UNDP will further ‘Support to Country Coordination Monitoring and Accelerating Ratification and Domestication of African Union Treaties by Mozambique’.

Under the overall guidance of the Head of the Governance Unit and the direct supervision of the Project Manager, the Administrative and Finance Associate will provide essential support and work in close collaboration with the operations and project teams within the Project Management Unit, the UNDP’s Country Office in Maputo, as well as government entities and project implementing partners, who are direct beneficiaries of the Rule of Law and Human Rights Project.

Impact of results

The contributions of the Administrative and Finance Associate are vital to the Project Management Unit’s performance and the successful implementation of project activities. Accurate analysis, timely data entry, and effective information presentation ensure proper project execution. Delays or inadequacies in financial reporting can hinder necessary actions, leading to potential financial losses. Additionally, ineffective resource monitoring may slow down project operations and reduce delivery rates. By upholding high standards in financial management and administrative support, the Administrative and Finance Assistant plays a crucial role in the project’s success.

Expected outputs:

• Ensure effective control and oversight of Harmonized Cash Transfers (HACT) and related risk management activities within the framework of program content and operational agreement; 
• Timely submission of comprehensive procurement plans aligned with project timelines and requirements;
• Provide quarterly updates on the implementation status of procurement plans, highlighting any challenges and adjustments made;
• Prepare and submit monthly reports detailing project deliveries, budget consumption, and financial performance against established benchmarks;
• Conduct a midterm project review assessing financial and administrative accomplishments, identifying areas for improvement, and ensuring alignment with project objectives.
   

1. Effective support for appropriate project Financial Management, focusing on:

• Facilitate auditing and financial controls with respect to the Project;
• Ensure that all procurement and disbursements are carried out in accordance with the UNDP rules and regulations;
• Ensure that project-related disbursements are carried out in a timely and efficient manner;
• Ensure the smooth flow of funds to enable the timely implementation of project activities amongst the various implementation partners, including the timely replenishment of the project account;
• Compile the quarterly and annual financial reports in a timely manner, with a focus on the financial delivery of the project;
• Prepare a monthly project bank reconciliation;
• Maintain a logical and comprehensive record of financial transactions, with supporting documentation, for reference and audit purposes;
• Provide the necessary assistance and documentation for the statutory audit of annual financial statements;
• Produce and update the inventory of equipment and furniture acquired with projects funds including goods in use outside the project premises. Ensure that the inventory is consistent with the related financial documents;
• Prepare process for requisitions, POs and vouchers related to projects;
• Perform all other duties as requested by the PM and relevant to the assignment.

• Prepare and implement procurement strategies, plans and, where applicable, procedures, including sourcing strategies and e-procurement tools and procurement plans, based on the during the PPG phase developed infrastructure and procurement plans and guidance, and in line with existing procedures within the implementation partners;
• Ensure that all procurement activities under the Rule of Law and Human Rights project are implemented in full compliance of procurement activities applicable;
• Elaboration and implementation of cost saving and cost reduction strategies; 
• Implementation of a well-functioning strategic procurement processes, from sourcing strategy, tendering, supplier selection and evaluation, quality management, customer relationship management, to performance measurement;
• Implements and guidance to, contracts management and administration strategy within the project, constantly guided by legal framework of the organization and assessing/minimizing all forms of risks in procurement;
• Support the evaluation of offers and make recommendations for the finalization of purchases and the award of contracts; analyses and evaluation of commodity tender results;
• Managing reporting requirements to Project Management on delivery of procurement services;
• Assist in smooth implementation of projects activities, through proactive preparation of materials and documents needed;
• Participates in projects steering committees and board meetings as well as in all other meetings related to the projects for matters of incumbent competence; prepares respective minutes and reports as required;
• Assists and liaise actions/activities among Government, and other partners as required for the effective and smooth project implementation and achievement of established outcomes;
• Support the preparation of recruitment processes, payment and reporting from consultants working under the project, keep all records and reports;
• Spearhead the logistic organization of workshops, trainings, seminars etc. and assist in the production project outreach material;
• Provide assistance to the IP, guidance and training required to effective implementation and observation of rules and regulations, ensuring transparency;
• Reporting on project deliveries.

3. Facilitate Knowledge Sharing and Capacity Building:

• Communicate and provide guidance to government entities and project implementing partners on financial management matters;
• Organize training sessions and workshops to enhance the financial management capabilities of partners, ensuring effective implementation of project activities. 

4. Ensure Monitoring and Reporting:

• Assist in the preparation of progress reports and financial statements for stakeholders, ensuring accuracy and timeliness;
• Support the Project Teams to compile M&E reports on delivery and resource allocation. 

5. Ensure Compliance and Risk Management:

• Ensure adherence to UNDP policies and procedures, identifying and mitigating financial risks associated with project implementation;
• Assist in audits and evaluations, providing necessary documentation and information to auditors.

6. Ensure Liaison with Stakeholders:

• Act as a point of contact for internal and external stakeholders regarding administrative and financial inquiries.

The incumbent performs other duties within his/her functional profile as deemed necessary for the effective functioning of the Office and the Organization.

Institutional Arrangement

The Administrative and Finance Associate will play a key role in supporting the effective implementation of all project activities under the Rule of Law and Human Rights Program, as outlined in the project document (2022-2026). This includes fulfilling obligations related to accounting, reporting, and internal control procedures for the project. The Associate will work in close collaboration with the Project Manager to ensure compliance with UNDP’s rules, regulations, and procedures, thereby facilitating the successful execution of project objectives.

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 

Administration and Operations:               

• Documents and Records Management 
  • Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
• Events Management (including retreats, trainings and meetings)
  • Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. 
• Inventory Management
  • Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above.

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.

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. 

Business Development:               

• Knowledge Generation 
  • Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.