Administrative & Finance Assistant – Bié

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with Governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

The 2030 Agenda for Sustainable Development Goals (SDGs) and the pledge to leave no one behind reflect the interconnectedness of health and sustainable development issues such as the widening economic and social inequalities, the climate crisis, rapid urbanisation, the continuing burden of HIV and other infectious diseases (e.g., malaria, tuberculosis, COVID.19), the growing burden of non-communicable diseases and the emergence of health threats. The scope and scale of delivering health and well-being for all demands innovative partnerships and financing.

UNDP’s partnership with the Global Fund (GF), in line with UNDP’s HIV, Health and Development Strategy 2016-2021: Connecting the Dots, makes a vital contribution to UNDP’s Strategic Plan 2018-2021, the 2030 Agenda for Sustainable Development and the pledge to leave no one behind.   When requested, UNDP acts as interim Principal Recipient (PR), working with national partners and the Global Fund to ensure management, implementation and oversight of GF grants, while simultaneously strengthening health institutions and systems for national entities to assume the PR role over time.

In Angola, the Ministry of Health and UNDP have had a long-standing, strategic partnership for health service delivery through Global Fund grants. Currently, UNDP is acting as the Principal Recipient for the consolidated HIV, Malaria and Tuberculosis 2022-2024. From July 2024 to June 2027, UNDP will act as Principal Recipient for a consolidated HIV, Malaria and Tuberculosis Grant.

Most of the interventions planned in this Grant will be implemented at national level and in priority provinces based on their epidemiological burden. A new sub-national approach, already introduced in Benguela in 2020-21, and Cuana Sul in 2022-2024 will be replicated in Bié province from 1 July 2024. Its objective is to expand the coverage of high-quality HIV, malaria and tuberculosis services for the most vulnerable populations: pregnant women, children under 5, adolescent girls and young women and key populations. To that end, UNDP will establish an office in Bié. The office will ensure that adequate grant management and implementation of activities are in line with the grant agreement and the sub-national approach.  
To help the UNDP Project Management Unit (PMU) deliver in a timely and quality assured manner on the Grant Performance Framework targets, while complying with UNDP and Global Fund rules and regulations, UNDP Angola is recruiting a Admin/Finance Assistant  to be based in Bié province.
 

•    Full compliance with UNDP and GF rules and regulations on financial recording and reporting system 
•    Collection, analysis and presentation of information for identification of areas for support and programme formulation/implementation 
•    In coordination with Bié Project Manager, compile necessary documentation such as agenda, compilation of list of participants for seminars, workshops, trainings and other project relevant events
•    Make logistical arrangements for seminars, workshops, trainings and other project related events including venue reservation, arrangements of meals, translations/interpretation services, and required equipment, office supplies, arrangements of printing handout materials
•    Ensure timely payments of the goods and services for the implementation of the Programme activities in Bié
•    Arrange translation of documents when required
•    Travel to training sites in Bié, supporting the organization of the training activities and making payments to the
trainers of required
•    Ensure timely recovery and liquidation of advances
•    Provide support in the organization of monitoring visits by the Bié office, the provincial health departments and partners
•    Ensure the accurate and timely review of SR submitted account and expenditures documentation
•    Support the training of SR in financial management to ensure adequate compliance and quality of supporting documents 
•    Follow up on audit recommendations
 

Provision of information for formulation of work plans, budgets, proposals on implementation arrangements and execution modalities, focusing on achievement of the following results:

•    Tracking and preparing spreadsheets on the Global fund grant funds
•    Reviewing and processing of transactions in QUANTUM
•    Support financial analysis by extracting financial information from QUANTUM
•    Support preparation of project financial reports in compliance with the Global Fund requirements  
•    Maintenance of the filling system
•    Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Bié Program Manager
•    Provides accounting and administrative support to the Bié Program manager  

Preparation of budget revisions,  determination of unutilized funds, focusing on achievement of the following results:

•    Support and follow up with Sub-recipients in the implementation of Global Fund activities
•    Prepare the required information for audit of the Global Fund projects
•    Prepare periodic project briefings Presentation of information on the status of financial resources as required
•    Preparation of non-PO vouchers when necessary
•    Maintenance of an accurate internal expenditures control system including timely corrective actions 
•    Any other task assigned by the Finance Specialist, Finance Analyst and Finance Associate.

Ensure provision of administrative services, focusing on achievement of the following results: 
•    Serve as a custodian for stationary supplies, distribution stationary and keeping a log of distribution
•    Provide support to quarterly inventory exercise and creation of matrix for project inventories
•    Provide support to asset management and verification exercises
•    Maintenance of documents filling system
•    Prepare minutes of the meetings and translate various documents as required

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

•    Participation in the organization of trainings for the office staff on program/operations related issues
•    Sound contributions to knowledge networks and communities of practice

The Admin/Finance Assistant reports to the Project Manager in Bié with technical guidance from the Finance Specialist in Luanda.

Cross-Functional & Technical competencies 

Accounting (General)    

Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations in Sub Receipts (SR)management.

Financial planning and budgeting   

Ability to support in creating and managing the processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting especial focus on the SR planning and budgeting.

Financial reporting and analysis    

Ability to understand changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance
monitoring of the SRs for the Global Fund.

Finance Business partnering 

Able to support business units and add value by innovating and providing solutions to financial issues/queries, including through FAQs, financial tools, advisory with the special attention to the SR implementation and non-finance colleagues for whom the service is being provided.

Budget management 

Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Knowledge Facilitation    

Ability for knowledge sharing to the project finance and programme colleagues including the subgrantees.

Client Orientation    

Ability to respond timely and appropriately with a sense of urgency, assist in providing consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.