JOB OPPORTUNITY
Title: Administration and Finance Officer
Agency: UNDP
Job ID: 35563
Practice Area – Job Family: Management – ADMINISTRATION AND FINANCE
Vacancy End Date: 27/02/2021
(Midnight New York, USA)
Duty Station: Kathmandu, Nepal
Education & Work Experience: G-Bachelor’s Level Degree – 5 year(s) experience, I-Master’s Level Degree – 3 year(s) experience
Languages
Required:
Desired: English, Nepali
Grade: SB4
Vacancy Type: Service Contract (SC)
Posting Type: External
Bureau: Asia & the Pacific
Contract Duration: One year with possibility of extension
Background
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.
UNDP under its post-COVID recovery effort aims at strengthening the capacities of the national healthcare facilities in management of the potentially risky medical waste while also working with local level governments for effective management of municipal waste. This is expected to create employment opportunities as well as foster business recovery and green growth in the post-COVID context. The project is implemented through effective coordination and consultation with the relevant UNDP Field Offices. The Field Offices work closely with provincial and local governments to plan, implement and monitor the field implementation and coordination with stakeholders at the field level.
Under the direct supervision of Project Manager, the Administration and Finance Officer will be responsible for financial and administrative management of the project by facilitating procurement, financial reporting, tracking of activities and expenses and liaising with Country Office on financial and operational issues. The Administration and Finance Officer will work closely with the Portfolio Associate of the Resilience and Environment Portfolio.
Duties and Responsibilities
Functions/ Key Results Expected
1. Financial Management
- Lead the overall financial management of the project;
- Maintain and upload the annual/ revise budget in ATLAS;
- Prepare & review vouchers in ATLAS, obtain approval and process payments for all the financial transactions done at Project;
- Keep record of the disbursements made from UNDP CO and by cooperating agency on behalf of the Project;
- Manage ATLAS generated donor reports for donor reporting;
- Identify capacity gaps of Sub Recipients NGO’s in Financial Management;
- Ensure compliance of all the provisions of DIM Guidelines regarding personnel management, procurement, subcontract and financial management;
- Support and facilitate the DIM audit as well as internal audit conducted by UNDP and follow up on measures to be taken based on the findings;
- Support the programme team in preparing and updating Annual Work Plan and Quarterly work plan of the project;
- Conduct periodic field monitoring visits to ensure the financial management system in place with the partner organizations;
- Provide supervision on financial aspects of the project to project personnel where required;
- Advise and assist international advisors and national consultants on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services;
- Handle petty cash and reimbursement of petty cash bills;
- Ensure budgeting from GESI perspective.
2. Procurement and Logistic Management
- In accordance with the Work Plan arrange for procurement of equipment, supplies and services;
- Ensure the contractual processes follow the stipulated UNDP procedures;
- Physically clear and ensure delivery of equipment and supplies procured for the various programme sites;
- Keep records of Non-Expendable Equipment (NEE), conduct physical verification at least once a year and prepare report on annual physical verification of NEE to be submitted to UNDP CO.
3. Administrative management
- Oversee the overall administrative management of the project;
- Assist the in the conceptualization and development of Human Resource and Procurement plans in consultation with the Project Manager;
- Provide significant support in annual audit exercise and ensure that the action plan is implemented;
- Support the Project Manager in overseeing the contracts with implementing partners including governmental and non-governmental organizations as well as with service providers for the programme (individuals and companies)
- Support in ensuring the compliance of all the provisions of guidelines; regarding personnel management, procurement and sub-contracts;
- Support to organize Project Board Meetings; ensure documentation and timely dissemination of minutes to the concerned parties;
- Ensure all administrative, human resource and programme related materials are properly documented and archived for ease of access;
- Manage all correspondence related to administration.
4. Vehicle Management
- Ensure that proper inventory of all components of vehicles are maintained and checked frequently;
- Full compliance of UN rules and regulations, policies and strategies on travel management and ensure that vehicles are used in accordance with UN rules and regulations and that vehicle usage date is correctly recorded.
Competencies
Core
Innovation
Ability to make new and useful ideas work
Level 4: Adept with complex concepts and challenges convention purposefully
Leadership
Ability to persuade others to follow
Level 4: Generates commitment, excitement and excellence in others
People Management
Ability to improve performance and satisfaction
Level 4: Models independent thinking and action
Communication
Ability to listen, adapt, persuade and transform
Level 4: Synthesizes information to communicate independent analysis
Delivery
Ability to get things done
Level 4: Meets goals and quality criteria for delivery of products or services
Technical/ Functional
Financing /Accounting
Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Management and Coordination
Ability to coordinate and delivery services in line with service level agreements and standard of excellence in UNDP
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Quality Assurance
Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled.
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Resource Allocation and Mobilization
Ability to identify and organize programmes and projects to implement solutions and generate resources as well as distribute resources in a strategic way
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Knowledge Management
Ability to capture, develop, share and effectively use information and knowledge
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Results-based Management
Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Project Management
Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Procurement and Contract Management
Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
HR/Finance Interface
Provide support to HR Finance Interface including position management, chart of accounts, certification of financial resources for position extension, creation etc.
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Required Skills and Experience
Education
- Bachelor’s or Master’s degree in management, Finance, Accounting, Administration or human resource management or any other relevant areas.
Experience
- At least five years for Bachelor’s degree or at least three years for Master’s degree of relevant work experience in administration and finance;
- Knowledge of office management including account and financial management skills; and project management procedures that UNDP follows will be a strong asset;
- Experience in working with UN/UNDP is a strong advantage;
- Knowledge of and familiarity with the UNDP project operations would be an added advantage;
- Experience on administration of projects and development programme.
- Operating knowledge of ATLAS would be an added advantage;
- Excellent knowledge of computer including MS Office (Word, Excel and Power Point etc);
- Experience on working on respective field and working with local governments will be an asset.
Language
- Excellent written and oral communication skills in Nepali and English.
Others
- Must be familiar with MS office;
- Knowledge of Do No Harm will be an asset
