Admin and Finance Associate – UniPod / Samsung Mobile Circularity Project, Freetown

Description of assignment title

Admin and Finance Associate – UniPod / Samsung Mobile Circularity Project

General

• Assignment country: Sierra Leone
• Duty stations: Freetown
• Work location: On UN premises
• Expected start date: 10/20/2026
• Duration: 4 months (with possibility of extension)
• Sustainable Development Goal: 8. Decent work and economic growth
• Host entity: UNDP
• Modality: Onsite
• Type: National
• Volunteer category: Associate UCoS from Apr2026
• Work schedule: Full-time
• Number of Assignments: 1
• Recruitment: Competitive recruitment
• Advertisement end date: 10/23/2026 12:00 AM

Mission and objectives

The United Nations Development Programme (UNDP) in Sierra Leone supports the United Nations system through its integrated offer, using a people-first approach centred on the ‘leave no one behind’ principle, and a human rights- and area-based development strategy. In alignment with the 2030 Agenda, National Development Plan, United Nations Sustainable Development Cooperation Framework, the African Union Agenda 2063, the programme seeks to reduce multidimensional poverty and enhance justice, peace, social cohesion, and resilience with its focus on two pillars: (a) People-centred sustainable development and resilience, prioritising people’s well-being and planetary health and (b) Inclusive governance, peace, and prosperity, embodying harmonious development, effective resource management, and equitable governance. Furthermore, the UNDP comparative advantage includes leveraging global and regional partnerships, working across economic, social, and environmental goals, strengthening good governance, and providing technical and policy-oriented support, all while ensuring national ownership for sustainable outcomes.

Context

United Nations Development Programme (UNDP) Sierra Leone is implementing innovation and digital transformation initiatives through the timbuktoo UniPod, including the Samsung Mobile Circularity Initiative. The initiative supports youth skills, experimentation and innovation in mobile technology, electronics, repair, refurbishment, e-waste management and circular economy. Effective implementation requires consistent administrative coordination and clear documentation across the UniPod, Samsung Mobile Circularity activities, UNDP programme and operations teams, universities, service providers and participating innovators. The Admin and Finance Associate will provide entry-level administrative and financial support to help keep project activities, documentation and deliverables on track.

Task description

A. Administrative Support and Coordination

• Provide day-to-day administrative support to ongoing project activities and maintain highly organized electronic and physical files.
• Support the scheduling of project meetings, trainings, workshops, innovation club activities, and partner engagements.
• Maintain updated project calendars, stakeholder contact databases, and administrative action trackers.
• Prepare routine correspondence, draft meeting minutes, and coordinate administrative follow-up tasks under supervisor guidance.
• Facilitate the smooth flow of administrative information among the UniPod operational team, United Nations Development Programme (UNDP), and external project partners.

B. Basic Financial Tracking Support

• Maintain simple internal spreadsheet trackers for approved activity budgets, planned costs, commitments, and actual expenditures.
• Support the systematic collection, organization, and digital filing of invoices, receipts, attendance sheets, and financial support records.
• Assist in the basic reconciliation of activity expenditure documentation against approved work plans and allocation budgets.
• Flag missing supporting documentation, approaching payment deadlines, or potential budget variances to the responsible supervisor.
• Support the preparation of basic financial summaries in Excel for routine project review and resource analysis.

C. Procurement and Logistics Support

• Support the compilation of routine procurement and logistical documentation as requested by authorized UNDP personnel.
• Track the administrative status of requested goods or services and proactively follow up on necessary supporting receipts and records.
• Coordinate logistics for project trainings, bootcamps, hackathons, innovation challenges, exhibitions, and field site visits.
• Coordinate closely with the Facility Manager on receiving delivery notes, inventory documentation, and handover records for equipment arriving at the Lab.

D. Project Deliverables and Documentation

• Maintain a comprehensive deliverables tracker that shows activity names, responsible parties, due dates, current status, and supporting evidence.
• Follow up on outstanding administrative actions and pending documentation under the direction of the project management team.
• Organize and archive official evidence of delivery, including signed attendance sheets, technical reports, photographs, training certifications, and consultant outputs.
• Support the preparation, collation, and filing of institutional documentation required for formal project reviews and donor reporting.

E. Monitoring and Meeting Support

• Maintain participant databases and activity records in close coordination with programme and field colleagues.
• Support the compilation of basic programme data, statistics, and metrics from the UniPod and the regional Circular Innovation Clubs.
• Prepare meeting agendas, compile background materials, and record official action points during project team meetings.
• Support UNDP, Samsung, and institutional partner visits by managing necessary administrative, travel, and logistics arrangements.

Expected Results

• Project administrative files and supporting records are complete, orderly and easy to retrieve.
• Activity and deliverable trackers are kept current, and deadlines are followed up systematically.
• Basic financial information is accurately tracked and escalated for review by authorized personnel.
• Trainings, meetings and project activities receive timely logistical support.
• UNDP and project teams have reliable administrative documentation for implementation and reporting.

Eligibility criteria

• Age: 18 - 80
• Required experience: 1 month
• Nationality: Candidate must be a national, legal resident or hold refugee status in the country of assignment.

Assignment requirements

• Relevant experience: 1 year
• Languages: English, Level: Fluent, Required; Krio, Level: Working knowledge, Desirable
• Required education level: Bachelor's degree in Business Administration, Finance, Accounting, Economics, Public Administration, Project Management, Development Studies or another relevant undergraduate discipline.

Competencies and values

• Strong organization, accuracy and attention to detail.
• Basic numeracy and confidence working with spreadsheets.
• Ability to manage multiple administrative tasks and deadlines.
• Clear written and verbal communication.
• Professional discretion in handling project and financial information.
• Collaborative approach and willingness to learn UNDP procedures.
• Interest in youth innovation, technology and sustainable development

Skills and experience

Minimum one month of relevant experience. Internships, volunteering, student administration, university placements, project support or other practical early-career experiences may be considered.

Area(s) of expertise

Administration, Finance, accounting, Facilities management, shelter

Driving license

Other information

Volunteerism is understood as a wide range of activities undertaken of free will, for the general public good, for which monetary reward is not the principal motivating factor.

Living conditions and remarks

Other Information: Volunteerism is understood as a wide range of activities undertaken of free will, for the public good, for which monetary reward is not the principal motivating factor. The UN Volunteer will work under the overall supervision of the UNDP Innovation and Digital Transformation Lead, with day-to-day supervision and work planning through the UniPod Manager. The incumbent will collaborate closely with the Admin and Finance Associate, Mobile Computing Associate, university personnel and other project facilitators supporting the Samsung Mobile Circularity Initiative. Driving license needed: No

Living Conditions Freetown is a vibrant, hilly city, with a population of just over one million. Set on a peninsula, you can see the sea from almost any point in the city and you are never far away from some spectacular beaches for swimming and surfing. There are good supermarkets and restaurants, and mobile and internet services are available for a fair price. The number of international flight connections to Sierra Leone is increasing, with more airlines flying to Europe and within Africa. The general security situation is peaceful, and the overall Security Level in Sierra Leone is classified as Low (Level 2) as per the UN security management system. Crime is classified as moderate, with incidents primarily related to property thefts, house break-ins and robberies. Housing in Freetown ranges from independent houses to apartments - available furnished and un-furnished. Most long-stay accommodation are rented by the year or the half-year. Most staff stay in apartments, which come equipped with generators, a water supply, and security guards. The housing situation is constantly improving, with new apartment complexes being built to an increasingly high standard. There are a limited number of international schools in Freetown, with options including American and British international schools, as well as a few smaller independent schools which follow either American or British curricula. UN staff children attend a variety of schools. Staff can access a limited number of healthcare facilities. Access to healthcare in Sierra Leone can be limited, particularly in rural areas. It is essential to have adequate health insurance coverage before moving to the country. Local clinics and hospitals are available but may not offer the same standard of care as in developed countries. Take preventative measures, such as vaccinations and regular check-ups, to maintain your health.

Conditions of Service

Initial contract is issued upon arrival for the period indicated above. The contract can be extended depending on continuation of mandate, availability of funding, operational necessity and satisfactory performance. However, there is no expectancy of renewal of the assignment. A UN Volunteer receives a Volunteer Living Allowance (VLA), which is composed of a Monthly Living Allowance (MLA) and a Family Allowance (FA) for those with dependents (maximum three). The Volunteer Living Allowance (VLA) is paid at the end of each month to cover housing, utilities, transportation, communications and other basic needs. The VLA can be calculated using by applying the Post-Adjustment Multiplier (PAM) to the VLA base rate. The VLA base rate is a global rate across the world, while the PAM is duty station/country-specific and fluctuates on a monthly basis according to cost of living. This method ensures that international UN Volunteers have comparable purchasing power at all duty stations irrespective of varying costs of living. The PAM is established by the Inter-national Civil Service Commission (ICSC and is published at the beginning of every month on the ICSC website - http://icsc.un.org.

Inclusivity statement

United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Note on Covid-19 vaccination requirements

Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy

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