- Job closed -

Administrative and Finance Associate
United Nations Environment Programme UNEP

 Vacancy No: UNEP/2018/07
 Section/Unit: UNEP
 Supervisor: Overall supervision of the Chief UN Environment/Policy and Programme/Crisis Management Branch, and the Country Programme Manager UNEP Sudan Office, with direct reporting to WEK-2 Project Manager.
 No. of Post: 1
 Duty Station: Khartoum, with frequent travel to the field
 Duration: 6 months contract, with 3 months probationery period. The contract is renewable based on satisfactory performance.
 Closing Date: 06 Dec 2018


UN Environment Sudan plans to implement a second phase of the Wadi El Ku Integrated Catchment Management project in North Darfur with support from the European Union. The purpose of this second project phase is to extend and scale up successful interventions, based on the first phase of the project, with the aim of improving local community livelihoods and stemming the negative cycle of environmental degradation and social tensions in the Wadi El Ku. Phase 2 will expand the geographic coverage of planned interventions both upstream and downstream of the initial project intervention area, and build on and enhance the role of the Catchment Management Forum to assume a more comprehensive watershed management approach.


The overall objective of the second phase of the project is to establish climate resilient livelihoods and reduce natural resource conflicts in North Darfur. The specific objective of the project is to further improve natural resource use and management in Wadi El Ku. Concretely, the project will aim to sustain increases in agricultural yields and related value chain productivity over the long-term while safeguarding ecosystem integrity and improving social cohesion.


To achieve the above outcome, Phase 2 will focus on four key result areas:

Result 1: A participatory, community-based catchment management system is expanded and strengthened in Wadi El Ku

Result 2: Resilient community livelihoods and local natural resource management practices improved

Result 3: Scientific and technical information is expanded and strengthened

Result 4: Awareness and application of IWRM in the rest of Darfur / Sudan increased.     


UN Environment is looking for a dedicated Finance and Administrative Associate to provide full financial and administrative support to the WEK-2 project.


 Duties and responsibilities:



Full high quality, consistent, and accurate financial and administrative support delivered to the WEK-2 project in line with the requirements of UN Environment in close collaboration with the project team based in El Fasher.


The deliverables of this consultancy include:

  1. Support provided to the Project Manager to ensure clear and transparent financial management of the Wadi El Ku Phase 2 project;
  2. Timely financial and administrative reports to UN Environment and to the donor;
  3. Administrative support to the project, including processing all requests for funds, payments and contracts;
  4. Accurate and complete records maintained for all financial and administrative processes in collaboration with the Administrative Clerk in El Fasher;
  5. Timely preparation, processing and tracking of project legal agreements, financial requests, and contracts;
  6. Timely project procurement;
  7. Oversight on WEK-2 project asset management;
  8. Filing system (physical and electronic) for WEK-2 project legal agreements, assets, personnel and project documents;
  9. Capacity support to partners to enable up to standard financial and administrative reporting;
  10. Finance and procurement spot checks with partners;
  11. Liaison with administration and finance colleagues in the UN Environment Khartoum office to ensure timely financial and administrative support;
  12. New staff and consultants briefed on check-in process, administrative procedures, processes and practices, privileges and entitlements;
  13. HR and logistics support to project staff and consultants.


Specific tasks and responsibilities

  1. Support Project Manager with financial management of the project, including tracking of spend, and preparing financial reports for UN Environment and for the donor;
  2. Provide administrative support to the project, including processing all fund requests (for workshops, trainings, consultancies, etc.), payments and requests for individual contracts;
  3. Monitor expenditure and compare with approved budget allotments and recommend adjustments as necessary; 
  4. Organize and oversee record keeping of all WEK-2 related financial and administrative processes (both in El Fasher and Kartoum);
  5. Review, process, and track all project legal sub-agreements, operational contracts (office rent, fuel, etc.) and corresponding payments;
  6. Lead on project procurement;
  7.  In collaboration with Administrative Clerk in El Fasher, maintain WEK-2 project asset register;
  8. Set up and maintain both physical and electronic files/records for WEK-2 project legal agreements, assets, personnel and project documents;
  9. Ensure project partners provide up to standard financial and administrative reporting;
  10. Conduct finance and procurement spot checks with partners;
  11. Undertake partner due diligence and procurement capacity assessments;
  12. Continuous liaison with administration and finance in Khartoum to ensure timely support;
  13. Provide HR and logistics support to project staff and consultants;
  14. Provide briefing to new staff and consultants regarding check-in process, administrative procedures, processes and practices, privileges and entitlements under the UN Staff Rules and Regulations; 
  15. Manage legal agreements and assets related to office operations in El Fasher (office rent, vehicle maintenance, fuel, etc.);
  16. Perform other functions as necessary.

 Minimum Qualification, Skills and Experience Required:

  • A Masters degree in accounting, finance, business administration or other related field. A Bachelor’s degree in combination with at least 2 years of experience may be accepted in lieu of a Master’s degree.
  • A minimum of two years of progressively responsible and broad-based experience in the fields of budgeting, accounting, general administration and procurement at the national or international level;
  • Knowledge of Excel is mandatory and web based management systems is desirable; 
  • In-depth knowledge of UN financial and administrative regulations and rules, as well as protocol arrangements is an asset;
  • Knowledge of UN Security procedures will be an added advantage;
  • Experience in automated budgeting and accounting systems, and other spreadsheets and word processing applications is desirable; 
  • Experience working with Government or with UN and other international institutions in Sudan is preferred;
  • Excellent written and spoken communication skills in English is required. Fluency in Arabic is a strong asset.

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