Administration and Finance Associate

Background
  Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
  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.

United Nations Conference on Trade and Development (UNCTAD) support developing countries to access the benefits of a globalized economy more fairly and effectively. UNCTAD helps them to use trade, investment, finance, and technology as vehicles for inclusive and sustainable development.

This position is part of the “Improving Pacific Islands Customs and Trade” (IMPACT) Project, managed and implemented by UNCTAD. The project is funded by the European Commission (EC) under the 11th European Development Fund (EDF) for the ‘Pacific Regional Integration Support’ Programme (PRISE). https://policy.trade.ec.europa.eu/eu-trade-relationships-country-and- region/countries-and-regions/pacific_en The IMPACT Project closely collaborates and partners with two other PRISE Programme projects managed by the PIFS and SPC. Together all three projects contribute to the broader PRISE Programme Objective.

This position is part of the IMPACT Project Management Team, based in the UNCTAD office in Suva, Fiji.

Summary of Key Functions:

2. Provides administrative and operational support to the project:

Maintains all project documentation in electronic and/or hard copy format (including financial records such as supporting documents for vouchers and POs and general filing system on project issues), according to UNCTAD/ASYCUDA policies and guidelines; Provides support to procurement processes including review and compilation of necessary documentations during procurement process; Reviews and verifies invoices and common services expenses (rent, utilities, phone, miscellaneous); Organizes project-related meetings for key partners; Supports the process of hiring and administration of consultancy contracts and administration of human resources within the assigned projects; Coordinates project staff and stakeholders’ travel, including development of logistical notes, maintenance of project calendar; Support entry of travel requests under the Travel and Expense Module and TRIP clearance; Follows up on advances and support travel related queries; Coordinates with UNDP where required for vendor entry and creation of travel profile Responsible for development, maintenance and updating of the asset register for all equipment purchased within the assigned projects; Provides administrative and logistics support to project events and meetings; Ensures timely processing of staff/workshop participants travel claims in line with financial procedures; Ensures overall smooth operational and administrative functioning of the projects for delivery of results

3. Prepare Budget reports- quarterly and annual financial reports as per agreed work plan:

Prepare financial ad-hoc reports upon request of PM or by EU Management. Maintenance of accounts receivables for the project and inform PM on need to follow up on contributions. Produces quarterly combined delivery reports for the donors, as well as oversees the preparation of delivery reports and closing of project transactions at year end; Contributes to year end reporting including preparation of annual reports;
   Competencies

Core
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies 
  Thematic Area  Name  Definition   Business Direction & Strategy  Effective Decision Making  Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources    Business Acumen  Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks 

Operations: 

Administration, 

📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

Finance, HR, 

Procurement, IT and 

Security (Finance) 

Financial 

reporting and 

analysis 

Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector.  Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring.  Understands the benefits of integrated reporting, financial resources such as human, social and intellectual capital, and environmental and governance performance.  Operations: Administration, Finance, HR, Procurement, IT and Security (Finance)  Audit (General)  Understands how regulations and professional standards in internal and external audit underpin audit work in the public services.  Understands the key stages of audit work, including planning, documentation, testing and reporting.  Ability to examine and verify accounts and records.  Understands wider mechanisms for assurance and scrutiny.  Understands the law and best practice relating to antibribery and corruption controls and the fraud risks faced by public bodies.  Operations: Administration, Finance, HR, Procurement, IT and Security (Finance) 

Budget 

management 

Ability to support budgetary aspects of work planning process, drawing and management of team budgets.   Required Skills and Experience   Education: Minimum requirement -Highschool certification, OR Degree in Accounting/ Finance, Business Studies, Public Administration and/or Management, or related fields can be considered Experience: Highschool with minimum of six (6) working years relevant experience in administration, operations, finance, or project management · OR  Degree in the relevant field with three (3) years of relevant experience in administration, operations, finance, or project management. Previous experience with the UN or another multilateral/ international organization is an asset. Applicants who have more than 3 years of progressively responsible finance, administrative, operations or project experience will have an added advantage. Experience in the usage of computers and office software packages (MS Word, Excel, etc) Proficiency in written and spoken English Disclaimer
  Important information for US Permanent Residents ('Green Card' holders) 
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  Non-discrimination
  UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  
  UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 
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