JOB OPPORTUNITY
Title: Administration and Finance Assistant
Agency: UNDP
Job ID: 35562
Practice Area – Job Family: Management – ADMINISTRATION AND FINANCE
Vacancy End Date: 06/03/2021
(Midnight New York, USA)
Duty Station: Kathmandu, Nepal
Education & Work Experience: G-Bachelor’s Level Degree – 3 year(s) experience
Languages
Required:
Desired: English, Nepali
Grade: SB3
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.
Accelerating Implementation of Sustainable Development Goals in Nepal is a joint project of National Planning Commission (NPC) and UNDP which is implemented under the National Implementation Modality (NIM) from Jan 2020 to Dec 2023. The project is supported by UNDP Nepal, UN Environment, European Union and Austrian Development Agency. The project aims to support Nepal in achieving the SDGs by creating enabling environment and capacity development to mitigate SDGs financing gap as well as through accelerated implementation. To achieve this, the project works with federal, provincial and local governments as well as private sector and CSOs, for SDG based planning, budgeting and investment with focus on poverty-environment-climate/disaster and Gender equality & Social inclusion concerns. The objective of the project will be achieved through two inter-linked outcomes: 1) Planning, budgeting, monitoring & reporting systems at all levels of government are SDG responsive and functional; and 2) Resilient and innovative financing available for SDG implementation.
The Administration and Finance Assistant (AFA) will work under the overall guidance and supervision of the National Project Manager and reports to Portfolio Manager. The AFA will closely work and coordinate with UNDP and UN Environment initiatives on Poverty Environment Action of SDGs (PEA) global and regional team for financial and administrative reporting as per the donor requirement. The incumbent will have access to UNDP system for smooth delivery of the project admiration and financial function.
Duties and Responsibilities
Functions / Key Results Expected:
The AFA will work under direct supervision of Portfolio Manager, UNDP and overall guidance of NPM, AISN.
1. Project Administration support:
- Assist Project Manager in timely and effective implementation of HR and procurement plans by preparing all necessary documents as per the UNDP and NIM guidelines;
- Maintain accurate financial and personnel records of the programme as required by GoN, and UNDP Nepal office and Global PEA programme;
- Assist Project Manager in undertaking quality assurance of project procurement i.e. technical bids, financial bids, proposals and contracts;
- Support in drafting internal and external correspondence especially related to procurement, recruitment, resource mobilization, partnership building etc.;
- Support in organizing workshops, seminars, training including arrangement for venue, logistics, transportation and documentation of events;
- Provide logistic support in organizing the Steering Committee and Project Board Meetings;
- Ensure all project related materials are properly documented and easily accessible;
- Maintain a filing system for ASIN project;
- Support in day to day logistic/operation management; room booking for meeting, workshop and seminar, vehicle booking, security clearance, if needed hotel arrangement, prepare vouchers for DSA claim, preparing meeting minutes.admin
2. Financial Management support:
- Track progress in the financial delivery of grants/LoA and contribute to overall financial planning and reporting;
- Support in preparation of Annual work plan and Quarterly work plan preparation as per the requirement of AISN/ Global PEA programme provision and ensure compliance with donor;
- Assist Project Manager in drafting Note to the file, Memorandum of understandings, contracts with implementing partners and other such documents as per UNDP DIM and NIM guidelines.
- Assist in managing and tracking the various contracts to ensure timely payment;
- Provide support to monitor budget expenditure as per approved budget from UNDP ALTAS system; Analyze the Combined Delivery Report and provide advice as required to the project team on project financial delivery situation;
- Support UNDP Nepal office to prepare quarterly and annual financial reporting as per the Global PEA reporting requirements as well as UNDP Nepal CO requirements;
- Assist in preparing for project audit and in responding to audit queries;
- Provide training to implementing partners related to financial management, audit, reporting and project implementation;
- Undertake other financial and administrative task assigned by the AISN project manager and UNDP portfolio manager;
- Ensure Gender Equality Social Inclusion (GESI) considerations are incorporated in the project; activities and project budget is made GESI Responsive.
Competencies
Core
Delivery
- Ability to get things done while exercising good judgement
- Level 3: Takes responsibility for addressing critical situations and delivering core value
Communication
- Ability to listen, adapt, persuade and transform
- Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation
Innovation
- Ability to make new and useful ideas work
- Level 3: Adapts deliverables to meet client needs
Leadership
- Ability to persuade others to follow
- Level 3: Proactively seeks and recognizes contributions of others
People Management
- Ability to improve performance and satisfaction
- Level 3: Appropriately involves team in different stages of work and decision-making
Technical/ Functional
Office Administration
- Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs
- Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Logistics
- Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations
- Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Team Building
- Ability to work effectively with diverse groups of professionals towards common goals
- Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Quality Assurance
- Ability to perform administrative and procedural activities to insure that quality requirements and goals are fulfilled
- Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Required Skills and Experience
Education
- Bachelor’s degree in management, finance, accounting, administration or human resource management
Experience
- At least – 3 (Three) years of work experience in administration and finance;
- Proven ability to work with multiple partners such as the Government, NGOs, local government, UN agencies etc;
- Knowledge of Project planning, project finance and project management;
- Experience of working with NIM project will be an asset.
Language
- Excellent written and spoken English and Nepali
Others
- Excellent knowledge of computer including MS office, spreadsheets