Duties and Responsibilities 

1 Under the day-to-day supervision of the PBF programme coordinator and under the overall guidance of the Resident Coordinator or his/her designate, the adm/finance assistant will provide support to the Secretariat and to on-going PBF supported projects in Liberia, when required. This position is a local post opened to nationals

• Carry out all day to day administrative, operational, budgetary and financial management functions of the PBF Secretariat;
• Support to Programme Management for monitoring of budgets, financial management issues;
• Accounting and administrative support to agencies;
• Assist the PBF Programme Coordinator and M&E Analyst in liaising with different government agencies/UNDP/donor partners, NGOs and other key stakeholders;
• Maintain inventory of project assets and provide logistic support to workshop/seminar and other project activities;
• Provide assistance to prepare periodic accounting records, maintain delivery records, make project transactions in UNDP format, prepare draft budget revisions, shadow budgets, cost sharing and other financial and accounting reports;
• Support to make disbursement from petty cash and maintain expenditure statement, cashbook, bank register; and
• Facilitation of knowledge building and knowledge sharing
• Any other related tasks as directed by the JSC through the PBF Programme Coordinator.

 

1. Provides effective support to management of the project, administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

• Formulation of Programme work plans, budgets, proposals on implementation arrangements and execution modalities. Entry of data of new projects into Atlas in the form of Annual Work Plans (AWPs), monitoring of their status.
• Provision of information for the audit of the project, implementation of audit recommendations.
• Implementation of the control mechanism for development projects through monitoring of budgets preparation and modifications
• Tracking and reporting on mobilized resources.
• Preparation of reports  

• 3. Provide quality accounting and administrative support to PBF Projects focusing on achievement of the following results
• Prepare budget analysis and projections as required.
• Work with agencies to prepare monthly financial progress reports.
• Prepare quarterly, half and annual progress reports.
• Comply fully with UNDP rules and regulations for financial processes, financial records and reports and audit follow up; implement the internal control framework.
• Proper control of the supporting documents for payments, prepare document for vendors in Atlas; assistance in managing the project management and Payments.
• Maintain financial records for PBF Secretariat government/national counterparts as required
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• Maintain the internal expenditure control system, which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas or existing system and that travel claims and other entitlements are duly processed.
• Timely corrective actions on un-posted vouchers, including vouchers with budget check errors, match exceptions, unapproved vouchers.
• Ensure timely, accurate and relevant financial reports to management, UNDP, MPTFO/ donors, as well as the government as may be called for.
• Prepare timely and accurate Monthly Fund Utilization Report by Donor and by Budget Lines.
• Prepare timely and accurate Quarterly Expenditure Reports to be attached to Progress Reports for Donors.
• Enter accurately the AWP and subsequent Budget revisions along with Multi-year Budgets in the ATLAS/existing financial system for endorsement.
• Proper control of the supporting documents for payments and financial reports; preparation of PO and non-PO vouchers.
• Coordination of shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies.
• Presentation of thoroughly researched information for planning of financial resources for administrative services
• Any other duty instructed by the PBF Programme Coordinator