Disaster risk reduction (DRR) is an urgent and significant development issue in Ghana. Recognizing the importance of strengthening DRR capacities in achieving sustainable development and poverty reduction in Ghana, the National Disaster Management Organization (NADMO) and UNDP will implement the Community Resilience through Early Warning (CREW) Project to build capacities within the country to reduce disaster risk by putting in place an integrated early warning system that is both scientific and people-centered. Supported by the Government of Norway, the project is designed in a way that it aligns with the Hyogo Framework of Action and the Ghana Plan of Action for DRR and climate change adaptation (CCA), and leads to tangible results in both the national and community levels.

Through the implementation of hazard mapping, early warning, and vulnerability assessment and reduction, the project aims to achieve 1) a reduction of economic and human losses and damages from priority disasters, and 2) establishment of effective early warning and communication for priority hazards to reduce disaster risks in the 10 pilot sites by 2015.

The project management team will be based in NADMO while the quality assurance team will be based in UNDP Ghana Country Office. The Project Administrative and Financial Officer will be part of the project management team in NADMO. She/he will directly report to the Project Manager and provide support to the project management team to ensure compliance with NADMO and UNDP programme rule and procedures. His/her work requires close collaboration with the UNDP-based project administrative assistant.

Duties and Responsibilities

Summary of key functions:
 
Implementation of operational strategies

•   Support to project implementation and budget management;
•   Control of project assets;
•   Provision of logistical services to project management unit;
•   Support to knowledge building and knowledge sharing.

Under the direct supervision of Project Manager, the incumbent will be responsible for, but not limited to, the following duties:

•   Assist in the day-to-day operations of the project management unit;
•   Maintain the project budget and expenditure, including formulation, revisions, and record keeping electronically, monthly status reports, and reporting and liaising with the UNDP Environment unit on budget matters;
•   With the authorization of the Project Manager, manage requests for the provision of financial resources by UNDP, using advance of funds, direct payments, or reimbursement;
•   Monitor financial resources and accounting to ensure accuracy and reliability of financial reports with close collaboration with UNDP;
•   Responsible for preparing and submitting financial reports to UNDP on a quarterly basis;
•   Support preparation of background information for project implementation, work plans and budget;
•   Prepare travel and logistical arrangements for project personnel and consultants, arrange itineraries, security clearances, and accommodation;
•   Support the purchase of goods and services: including assisting in the recruitment process of consultants and institutions, and following up on issuance of contracts and payments;
•   Support in the organization of meetings, seminars and workshops by making timely booking the venue, assisting in preparing and sending invitations, assisting in preparing agenda and/or background documentation
•   Liaise on the conduct of project audit and ensure access by auditors to project documentation, personnel, and institutions involved in the project;
•   Maintain workspace and record management system of project activities;
•   Maintains an updated project asset register;
•   Ensure that project is managed and implemented in accordance with UNDP rules and regulation;
•   Undertake other duties per the requirements of the project.

Competencies
Core competencies

•   Communicating information and ideas: Communicating clearly and effectively. Seeking to understand the ideas of others. Facilitating and encouraging open communication. Creating an environment for open communication. Inspiring and persuading others;
•   Ethics and values: Taking actions that are congruent with what he/she says. Reliably delivering on promises and honoring commitments made. Demonstrating consistency in upholding and promoting the values of UN/UNDP in actions and decisions. Demonstrating an appreciation of differences in values and learning from cultural diversity. Moves from demonstrating sensitivity to encouraging full participation, to leveraging diversity;
•   Knowledge sharing/continuous learning: Taking responsibility for self-learning and development. Actively seeking learning and career development opportunities. Promoting organizational learning and knowledge management. Building a culture of knowledge sharing and learning;
•   Organizational awareness: Understanding, building and using formal/ informal systems and contacts in a complex organizational and global environment to obtain results. Moves from an ability to use organizational services to assist others, to applying corporate thinking and applying judgment, to building support and finally, demonstrating political acumen;
•   Self-management and emotional intelligence: Managing moods, responding effectively to stress, situations of ambiguity or crisis. Managing relationships with others to achieve mutual benefits. Building an emotionally intelligent organization;
•   Working in teams: Working effectively with colleagues in ways that allow the achievement of shared objectives. Building teams both within existing organizational structures and outside of them. Creating team spirit and unity of purpose across the business unit.

Functional competencies:

•   Client orientation: Understanding and meeting or exceeding client needs. Anticipating and addressing client needs and concerns. Developing innovative approaches to meeting client needs. Ensuring overall provision of quality services to clients;
•   Job knowledge and technical expertise: Demonstrating and applying professional and/or technical expertise/knowledge of the post or discipline. Focusing on the knowledge and skill areas necessary to effectively perform the functions of the post. Identifying and seeking to expand knowledge and improve work processes.
•   Design and implementation of management systems: Ensuring that UNDPhas the internal management systems it requires as the key development actor;
•   Innovation and marketing new approaches: Enhance existing processes or products. Developing original and innovative ideas and approaches;
•   Integration in a multi-disciplinary environment;
•   Promoting accountability and results-based management: Monitoring and promoting practices, procedures and systems that support accountability and results-based management, while also influencing change in the organizational culture;
•   Results-based programme development and management;
•   Effectively managing core and non-core resources to achieve UN development results.

Qualification Required & Experience

•   Secondary Education.
•   A first degree in a relevant field is an advantage;
•   Certification in financial management preferred.

Experience:

•   Minimum six years of experience in providing administrative and financial support to project management teams either in public or private sector.

Language:

•   Fluent in English.

Location: Accra

How To Apply For The Job

Interested and qualified candidates should

Click Here To Apply Online

Closing Date: 11 September, 2013

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.