Administrative and Finance Associate at UNDP

The incumbent will work under the direct supervision of the Project Coordinator and under the overall guidance of CONIG lead staff in charge of financial, budgetary and administrative support services.

Duties And Responsibilities

The incumbent will carry out the following tasks:

• Lead and provide financial and budgetary management support for the project:
• Prepare budget estimates, expenditure estimates, financial reports, etc.
• Undertake finance business process mapping and ensure proper accounting for project expenditures.
• Assist with the monitoring of expenditures to ensure they remain within authorized levels.
• Assist in ensuring accurate and complete accounting and reporting of project expenditures.
• Adapt and implement processes and procedures to ensure full compliance with UN, UNODC and UNDP rules, regulations, financial records, reports, audit requirements, and internal control.
• Coordinate closely with concerned counterpart colleagues in CONIG, UNDP and UNODC/UNOV.
• Lead and carry out procurement and other assigned administrative functions for the project:
• Take the lead for and prepare procurement plans and ensure their timely implementation.
• Assist in proper assets management, monitoring, recording and disposal, in preparing Receipt and Inspection (R & I) reports for submission to relevant procurement units and auditing missions.
• Adapt and implement processes and procedures to ensure full compliance with UN, UNODC and UNDP rules, regulations, financial records, reports, audit requirements, and internal control.
• Coordinate closely with concerned counterpart colleagues in CONIG, UNDP and UNODC/UNOV.
• Advise and make arrangements for shipment and receipt of office and project supplies and equipment and household effects; including customs clearance.
• Provide advice and assist staff members and their dependants by processing requests for visas, identity cards, driving licenses and other necessary personnel-related documents in accordance with the requirements of the United Nations and the country of the duty station location.
• Provide backstopping in leading and providing operational, organizational and logistical support to the project:
• Work closely with the lead Programme Assistant of the project, support work in this area and serve as back-up as needed.
• Provide operational, organizational and logistical support for project activities as needed and assigned.
• Perform other duties as required, such as general correspondence, attend meetings and prepare minutes of meetings, etc.

Competencies

• Professionalism: Expertise in budgetary and financial management including knowledge of the financial rules and regulations of the United Nations as well as familiarity with UN policies and procedures as they relate to programme budgeting and financial administration; knowledge of project administration and organization including demonstrated professional competence and mastery of administrative processes; ability to perform a range of administrative functions, including event planning and organizing and human resources administration; ability to map out potential risks and make contingencies, as required. Shows pride in work and achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; and demonstrable commitment to the values of the United Nations, particularly integrity in daily activities and behaviors.
• Accountability: Takes ownership of responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost, and quality standards; operates in compliance with organizational regulations and rules; takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to clients.
• Teamwork: Proven interpersonal skills and the ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Works collaboratively with colleagues within and outside of UNODC to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Planning & Organizing: Able to establish priorities and to plan, coordinate and monitor work while prioritizing competing demands; able to work on tight deadlines; knowledge on how to develop clear goals that are consistent with agreed strategies; foresees risks and allows for contingencies when planning; monitors and adjusts plans and projects as necessary; uses time efficiently.
   

Education

Required Skills and Experience

• Secondary education with a recognized professional certificate in personnel administration, account/finance or related fields may be considered.
• University degree in business or public administration, personnel administration, social sciences or related field is desirable.

Experience

• A minimum of six (6) years of progressively responsible professional experience in financial and budgetary management support and in providing administrative assistance for project implementation and management preferably in a civil service, NGO, or international organisation environment.
• Computer literacy, specifically advanced skills in MS Office Suite.
• Work experience in the United Nations System would be an asset.