Admin & Finance Assistant

  • Added Date: Wednesday, 10 October 2018
  • Deadline Date: Wednesday, 24 October 2018

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Under the supervision of the Field Officer (FO) and general guidance of the Administration and Finance Officer (AFO), the Administration and Finance Assistant provides support to project implementation performing a variety of standard administrative processes ensuring high quality and accuracy of work. 

 

  • Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
  • Business processes mapping and elaboration of the content of project Standard Operating Procedures in Administration and Finance, in line with corporate rules and regulations.
  • Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with project management.
  • Support in logistics, procurement, finance and recruitment for the project, in accordance with corporate UNDP rules and regulations as well as donor’s requirements;
  • Guides the work of field office support staff;
  • Prepare financial and administrative documents related to the project implementation;
  • Develop quarterly and annual budget plans for recruitment of personnel; maintain financial records and monitoring systems to record and reconcile expenditures, balances, payments and other data for day-to-day transaction and reports;
  • Advise and assist Project staff, experts and consultants on all respects of allowances, salary advances, travel claims and other financial and administrative matters, and calculate and authorize payments due for claims and services;
  • Provide organizational and administrative support in implementation of project activities including organization of roundtables, workshops, trainings, working meetings and other events;
  • Prepare detailed cost estimates and participate in budget analysis and projections as required to handle all financial operations of the project office, make cash payments and reconcile all accounts in required time frame;
  • Maintain, update and transmit inventory records of non-expendable equipment in accordance with UNDP rules;
  • Perform cash custodian’s duties being primarily responsible for project’s cash disbursements and maintain project’s petty cash book and payrolls related to the regional offices;
  • Ensure leave monitoring of project staff, check the accuracy and proper completion of monthly leave reports;
  • Analyze the potential problems concerning administrative-financial issues and take respective measures to provide adequate project’s resources on time for implementation of the project activities;
  • Encourage awareness of and promotion of gender equality among project staff and partners;
  • Ensure full compliance of administrative and financial processes and financial records with UNDP rules, regulations, policies and strategies;
  • Define the cost-effective measures for optimal use of resources of the project;
  • Perform other duties related to personnel, administrative and financial issues of project as required
  • Responsible for ensuring that incoming finance/procurement/HR/administration related cases from (PMU, PIUs and FOs) have reached relevant departments at UNDP and processed to facilitate timely implementation;
  • Act as the primary focal point at field level for ensuring accuracy of project related information in corporate planning and reporting portals (ATLAS, IWP, etc.). Solicit input from other relevant staff where required to complete this;
  • Ensure full compliance and universal application of administrative and financial processes and financial records with UNDP rules, regulations, policies and strategies, as well as donor requirements;
  • Provide input, review and finalize all financial and administrative documents related to the project implementation concerning field level activities and transmit as required to PMU, PIUs and FOs;
  • Encourage awareness of and promotion of gender equality among project staff and partners;
  • Ensure adequate inclusion of gender in relevant project planning and budgeting activities

5. Ensure facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

  • Organization of training for the operations/programme/projects staff on financial management.
  • Synthesis of lessons learnt and best practices in financial management.
  • Sound contributions to knowledge networks and communities of practice

 

 

Recruitment Qualifications

 

Contract Duration: 1 year

This vacancy is archived.

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