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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.

UNDP works in more than 170 countries and territories, helping to achieve the eradication of poverty and the reduction of inequalities and exclusion. We help countries develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience to sustain development results.

UNDP has been present in Malawi since 1964. Working closely with the Government of Malawi, civil society and the private sector, UNDP' s work aims to contribute to economic growth, sustainable environmental

management, and democratic governance and accountability in Malawi. UNDP’s Country Programme Document is closely aligned to the Malawi Growth and Development Strategy (MDGS III) and supports Malawi’s aim to achieve the Sustainable Development Goals by 2030.

UNDP’s work in the area of governance in Malawi contributes to the aim of the UN Development Assistance Framework [2019-2023] to address root causes of poor governance, through supporting governance institutions at all levels to harmonize policy, legal and organizational frameworks; strengthen data systems and oversight institutions for enhanced accountability; strengthen gender and human rights frameworks, institutional systems, civic engagement; and improve participation and early warning systems.

Project Context

UNDP Malawi has been supporting the Government of Malawi in operationalizing National Peace Architecture through the establishment of Malawi National Peace and Unity Commission (MPUC) and District Peace and Unity Committees (DPUCs) to strengthen institutional capacities for conflict prevention under Social Cohesion programme. UNDP is currently implementing two conflict prevention and peacebuilding projects: Peacebuilding Fund Project and the Japanese Supplementary Budget Project.

The Project Associate will work under direct supervision of the Project Coordinator- Conflict Prevention and Peacebuilding, supporting the implementation of the peacebuilding projects.

Duties and Responsibilities

Support administrative and finance activities on a day-to-day basis:

  • Provide administrative support to the Project Coordinator including, but not limited to, preparation of meetings, minute taking, drafting reports, travel arrangement, procurement, etc.
  • Provide logistical support to the projects, including making budgets and payment sheets for the project activities, such as field visits, trainings and workshops, ensuring all payment requests are completed before the project activities, and supporting disbursement by ensuring compliance with UNDP policies and procedures. 
  • Facilitate creating requisitions in ERP, issuing Purchase Order and invoices, and following up on the timely submission of payment requests to the finance.
  • Support maintenance of the internal expenditures control system which ensures that invoices processed are matched and completed, transactions are correctly recorded and posted in ERP, timely corrective actions on un-posted invoices.
  • Liaise with the UNDP finance unit and support the creation of projects in ERP, entry of project budgets, preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, and operational and financial closure of projects.
  • Follow up on the status of procurement based on the procurement plan.
  • Provide capacity support to the implementing partners in financial management. 
  • Other tasks as directed by the Project Coordinator and/or Governance Portfolio Manager.

Support Project Quality Assurance:

  • Prepare and maintain detailed quantitative and qualitative information on the project activities including beneficiaries' information, results and achievements in close coordination with M&E unit.
  • Prepare information for audit of directly implemented (DIM) projects, if applicable, supporting implementation of audit recommendations.
  • Support implementation of inventory and physical verification control of the projects’ assets.

Competencies

Core competencies 

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 

Functional/Technical competencies

Business Direction & Strategy 

  • Strategic Thinking: Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP.

Business Direction & Strategy 

  • Business Acumen: Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks.

Partnership management 

  • Relationship management: Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.

2030 Agenda: Peace

  • Conflict Prevention, Peacebuilding and Responsive Institutions: Conflict Prevention.

2030 Agenda: Peace

  • Conflict Prevention, Peacebuilding and Responsive Institutions: Peacebuilding and Reconciliation.

Business Direction & Strategy

  • System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

Required Skills and Experience

Education:

Completion of secondary education plus Certification in administration/finance/office management or related field, and/or a Bachelor’s Degree in administration/finance/office management/related field is an advantage

Experience:

A minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant progressively responsible experience related to development, public administration, Law, Political Science, or another relevant field. 

Required skills 

  • Demonstrable experience in program support/administration is required.
  • Experience in data maintenance is essential.
  • Proven experience in the usage of computers and office software packages (MS Word, Excel, etc) is required.
  • Knowledge of the UNDP ERP system is a distinctive advantage. 

Desired skills 

  • Experience in one or more of the following areas is desirable: community based activities related to conflict prevention, peacebuilding, and/or mediation/reconciliation; and direct experience in project delivery, administrative and/or project management iexperience n a United Nations common system field operation (inclusive of peacekeeping, political missions and UN agencies, funds, and programmes) - or similar international organization or non-governmental organization in a field based environment is desirable;
  • Field experience in Malawi is desirable.

Language:

  • Fluency in English and Chichewa is required.

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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Confirmed 4 hours ago. Posted 3 days ago.

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