Finance and Administrative Associate – UNDP


Job Description

OrganizationUnited Nations Development Programme
TitleFinance and Administrative Associate
Type of ContractIndividual Contract
Application Deadline24/08/2021 (Midnight New York, USA)
Location Khartoum, SUDAN
LanguagesArabic English
Duration of Initial Contract85 working days

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.

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.


Background and Project Description:

OCHA is the part of the United Nations Secretariat responsible for bringing together Humanitarian actors to ensure a coherent response to emergencies. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies.

The Sudan Humanitarian Fund (SHF) was established in 2006 to allow the international and national humanitarian communities to address increasing humanitarian needs in Sudan through the transparent and accountable management of significant humanitarian funds.

The Humanitarian Financing Section (HFS) is one of four sections of OCHA Sudan and has overall responsibility for the management of the SHF and the Central Emergency Response Fund (CERF). In 2020 OCHA takeover the role of Management Agent for the SHF from UNDP.

The HFS team works in four main areas:

  • managing the day-to-day SHF allocation process in support of the Humanitarian Coordinator (HC), including to ensure transparency, inclusiveness and accountability with humanitarian partners in the selection and recommendation of funding priorities to the HC.
  • providing secretariat services to the CHF Advisory Board in support of the HC;
  • donor relations and resources mobilization with SHF and bilateral donors to strengthen humanitarian financing across Sudan; and
  • supporting humanitarian partners in formulating CERF requests and liaison with OCHA CERF headquarters in New York.

OCHA is recruiting the staff necessary to run the new finance unit within HFS in line with the handover of the managing agent role of the SHF. Considering the re-structuring of the HFS, it is of utmost importance that additional staff is required to clear backlog activities related to prior 2020 projects in order to support SHF funding requirements to humanitarian operators in-country.

Duties and Responsibilities


The purpose of the assignment is to support the implementation of the below key areas:

  • Support in the project closure exercise and refund process of prior 2020 projects (specially the 2019 projects).
  • Preparation of 2021 First Standard allocation projects’ Grant Agreement 

 Scope of Works:

With the technical assistance of the Finance Officer, the Finance and Administrative associate will be responsible for project closure for old projects from 2015-2019 as well as preparation of Grant Agreement and General Operations and Administration support over a period of 4 months (01 September to 31 December 2021).

SHF Projects closure process (2015 to 2018 – 27 projects and 2019 – 62 projects)

  • Support in project closure exercise
  • Support in IPs refund process through liaising with UNDP to make sure all the require document provided.

Preparation of Grant Agreement for SHF partners

  • Prepare GAs for partners, extracting data from Grant Management System (GMS).
  • Check the GAs for any missing information
  • Track delivery of GA to the HC for signature and return receipt of GA send it to the IP for signature.
  • Extracting information from GMS.

Institutional Arrangements:

The incumbents will have a direct contact with the Head of HFU Finance at OCHA. The Finance and Administrative Associate will be recruited to support on the Grant Agreement preparation and project closure. She/he shall provide regular reports of all the work progress with detailed facts and figures to the Finance Officer.

Duration of the Work:

Duration of Contract is 4 months (01 September to 31 December 2021) with full-time working days. The final submission of the deliverables is 31st December 2021.

Duty Station:

This assignment shall full time-based at HFS in OCHA.

Scope of Price Proposal and Schedule of Payments

Payment will be made as per PAF Norms. Payments are on monthly basis and will be made upon completion of key deliverables as outlined in section IV above.

Recommended Presentation of Offer:

Applicants are kindly requested to complete and sign and submit all the following documents:

  • Duly completed Letter of Confirmation of Interest and Availability using the template provided by UNDP;
  • Personal CV or P11, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
  • Brief description of why the individual/company considers him/herself/itself as the most suitable for the assignment, and a methodology on how they will approach and complete the assignment.
  • Financial Proposal that indicates the all-inclusive fixed total contract price, per month.

Evaluation Criteria and selection of the consultant:

The offers received from the candidates will be evaluated using a combined scoring method. The combined scoring method assesses the capacity of candidates – where the qualifications, experience, and skills will be weighted a maximum of 70%, and later combined with the price offer which will be weighted a max of 30%.

Eligibility Criteria:

Bachelor’s Degree in Business Management, Economic, Accounting or related fields is required; At least 5 years’

progressively responsible project or programme administrative management experience is required.

The candidates obtaining 49 points and above (or 70% and above) will only be technically qualified; then their price proposals will be reviewed and compared for the assessment of overall ranking. Those obtaining lower than 49 points (or lesser than 70%) will be technically non-responsive candidates and will not be compared.

Assessment of the Price Proposals (30 Points) or 30%:

The lowest-priced bid from among the technically qualified Offerors will obtain the full marks of 30 points in the price proposal. Price proposals of remaining qualified candidate will be prorated against the lowest priced bid using the following formula to derive the marks in their price proposal:

Marks obtained by a candidate = Lowest Priced Bid (amount) / Bid of the Offeror (amount) X 30 (Full Marks)

Award of the Contract/Award Criteria:

The contract will be awarded to the candidate (bidder) whose proposal obtains the highest cumulative marks

(points) when the marks obtained in technical and price proposals are aggregated together.

For the TOR and Offerors Letter please go through the link below:-


Corporate Competencies

  • Demonstrates integrity by modeling the UN’s values and ethical standards.
  • Promotes the vision, mission, and strategic goals of UNOCHA.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Treats all people fairly without favoritism;
  • Ability to work with a multi-cultural and diverse team.

Functional Competencies:

  • Demonstrated experience in data management.
  • Demonstrated experience in technical issues related to GMS.
  • Demonstrated strong coordination and planning skills;
  • Strong interpersonal skills and the ability to initiate solutions to problems encountered.

Required Skills and Experience

The incumbents shall possess:

  • University degree (Bachelor) in any discipline
  • Minimum two years of relevant work experience in data management, Grant Agreement preparation,
  • electronic archiving and filing
  • Good knowledge and/or have experience with Umoja and/or GMS database system
  • Strong skill in spread sheet applications, e.g. MS Excel.
  • Considerable fluency in oral and written English and Arabic language is essential
  • Should be able to join on short notice
  • Sudanese by nationality

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