Administration and Finance Associate (Roster)

Description

Background

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

Duties and Responsibilities

The Administration and Finance Associate (AFA) will work under direct supervision and overall guidance of Project Manager and assist in providing administrative and financial management functions for effective and efficient implementation of the project. 

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 DIM guidelines.
• • Maintain accurate financial and personnel records of the programme as required by UNDP Nepal office.
• • Assist Project Manager in undertaking quality assurance of project procurement i.e. technical bids, financial bids, proposals and contracts.
• • Draft internal and external correspondence especially related to procurement, recruitment, resource mobilization, partnership building etc.
• • Support organizing workshops, seminars, training including arrangement for venue, logistics, transportation, and documentation of events.
• • Provide logistic support in organizing the Project Board Meetings. Ensure all project-related materials are properly documented and easily accessible.
• • Maintain a filing system for the project.
• • Oversee day to day logistic/operation management; room booking for meeting, workshop and seminar, vehicle booking, security clearance, if needed hotel arrangement, preparing meeting minutes.

Financial Management support:

• • Track progress in the financial delivery of Grants/RPA and contribute to overall financial planning and reporting.
• • Support in preparation of Annual Work Plan (AWP) and Quarterly Work Plan (QWP) preparation as per the requirement of project 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 guidelines.
• • Monitor, and track various contracts to ensure timely payment and extensions.
• • Provide support to monitor budget expenditure as per approved budget from UNDP Quantum system; analyse the Combined Delivery Report and provide advice as required.
• • Support UNDP Nepal office to prepare quarterly and annual financial reporting as per 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 tasks assigned by the Advancing Civic Engagement for Democratic Participation Project Manager, and UNDP Portfolio Manager.
• • Ensure Gender Equality and Social Inclusion (GESI) considerations are incorporated in the project activities and project budget is made GESI Responsive.

Support knowledge building, knowledge sharing and capacity building relevant to the assigned project:

• • Provide support in the dissemination and sharing of relevant data and lessons learned within the CO and regionally. Keep pulse on emerging best practices nationally, regionally, and internationally that relate to the work of the assigned project.
• • Make sound contributions to knowledge networks and communities of practice. Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners. 

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Institutional Arrangement
Under the overall guidance and supervision of the Project Manager and UNDP Portfolio Manager, AFA will work closely on a day-to- day basis to facilitate various administrative, financial and program implementation related operational and logistical processes.

Competencies

Core Competencies
Achieve Results:
LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work 
Think Innovatively:
LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking 
Learn Continuously:
LEVEL 2: Go outside comfort zone, learn from others and support their learning 
Adapt with Agility: 
LEVEL 2: Adapt processes/approaches to new situations, involve others in change process 
Act with Determination: 
LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously 
Engage and Partner:
LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships 
Enable Diversity and Inclusion:
LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

Cross-Functional & Technical competencies 

Business Management - Operations Management 
Ability to effectively plan, organise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organisation’s assets into the best results in the most efficient way. Knowledge of relevant concepts and mechanisms.

Business Management - Communication
Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels

Administration & Operations - Assets management
Knowledge of policy & procedures on PP&E ability to prepare financial statements on PP&E maintain Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP- AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information

Administration & Operations - Documents and records management
Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Administration & Operations - Events management (including retreats, trainings and meetings)
Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Finance - Budget management
Ability to support budgetary aspects of work planning process, drawing and management of team budgets

2030 Agenda: People - Gender
Innovation for Gender Equality

2030 Agenda: Peace - Governance
Inclusion and Participation of Marginalised Groups 

Required Skills and Experience

Minimum Education requirements:

• • Secondary Education is required with specialized certification in accounting and/or Finance. 
• • University degree in Finance or Accounting is desirable. 
• • Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage. 
• • Fully Qualified Accountant, from an internationally accredited institute of accountancy or Full Completion of the UNDP Finance Training and Certification Programme (FTCP). No UNDP Accountancy and Finance Test (AFT) required. 
• • No professional accountancy qualifications, but with degrees that major in accountancy and/or finance. No UNDP Accountancy and Finance Test (AFT) required but must complete UNDP Finance Training and Certification Programme - FTCP if recruited.
• • No professional accountancy qualifications but with relevant experience. Candidate must successfully undertake UNDP Accountancy and Finance Test (AFT) before shortlisting. Must complete the UNDP Finance Training and Certification Programme -FTCP if recruited

Minimum years of relevant work experience:

• Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of progressively responsible Finance and Accounting experience at the national or international level is required.

Required skills:

• Experience in the use of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheets and web-based management systems such as ERP financials and database packages

Desired skills in addition to the competencies covered in the Competencies section:

• • Proven track record of sound knowledge of IPSAS and/or IFRS is desired.
• • Proven ability to work with multiple partners such as the Government, NGOs, local government, UN agencies etc.is desired.
• • Proven experience in good understanding of the socio-economic, cultural, and political context of project district is desired. 
• • Experience and knowledge of UN or UNDP or Development organization’s financial management, rules, regulations, policies and procedures is desirable.
• • Experience and sound understanding of incorporation of GESI in finance management including in planning and budgeting is desirable. 
• • Knowledge and experience of financial reporting and financial analysis is highly desirable.
• • Advanced knowledge of MS Excel (creating spreadsheets and charts and using financial Excel functions) is desirable.
• • Experience and understanding of bookkeeping process and procedures is desirable.
• • Experience of working in/with international donor-funded projects with finance duties is desirable.

Required Language(s):

• Fluency in English and Nepali is required

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Non-discrimination

UNDP is committed to achieve work force diversity and has a policy to have gender balance among staffs at all levels. Work experience and/or academic knowledge in relation to gender and social inclusion will be an added advantage. Qualified Women, Dalits, Janajatis, Madhesis, Persons with Disabilities, gender and sexual minorities and other minorities are specially encouraged to apply.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.

We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

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