Administrative and Finance Assistant

  • Added Date: Wednesday, 26 February 2020
  • Deadline Date: Wednesday, 11 March 2020

The Global Environment Facility (GEF) has established the Small Grants Programme (SGP) in Georgia in 2011 to support projects consistent with global environmental priorities. The SGP supports activities of NGOs and Community-Based Organizations towards climate change abatement, conservation of biodiversity and prevention of land degradation while generating sustainable livelihoods. The Programme successfully works in a number of countries worldwide introducing effective approaches and methods to conservation and sustainable use of natural resources. More information on the GEF SGP can be found on www.sgp.undp.org.

The global Biodiversity Finance Initiative (BIOFIN) aims to develop and implement a methodology for quantifying the biodiversity finance gap at national level, for improving cost-effectiveness through mainstreaming of biodiversity into national development and sectoral planning, and for developing comprehensive national finance plans. 

In Georgia BIOFIN project was launched in 2016. One of the most important milestones achieved during the 1st phase of the implementation was the preparation of Biodiversity Finance Plan (BFP) which was officially adopted by the Ministry of Environmental Protection and Agriculture of Georgia, on May 29, 2019. 

Biodiversity Finance Plan is a national roadmap for future financing of biodiversity, addressing all possible dimensions of finance, including additional resource mobilization, improving effectiveness of expenditures, avoiding future expenditures and re-aligning expenditures towards biodiversity goals. BFP has been developed to identify and support the implementation of nine (9) priority finance solutions that together have the potential to significantly improve the management and financing of biodiversity management in Georgia. 

Under current assignment the Admin and Finance Assistant is expected to work for two projects – GEF SGP in Georgia and BIOFIN Georgia.

 

Under the direct supervision of National Coordinators, the incumbent will provide day-to-day substantive, finance management and administrative support for smooth implementation of the UNDP projects in compliance with all relevant UNDP rules and regulations.

Some specific tasks of the Admin Finance Assistant would include:

Provision of administrative services:

  • Set up and maintain project files;
  • Collect project related information data;
  • Assist the Project National Coordinators to update project work plans;
  • Liaison with National Steering Committee to ensure the smooth operation and management of the GEF-SGP (Global Environment Facility – Small Grants Programme) programme portfolio;
  • Assist the NC in conducting periodic programme monitoring field visits and provide technical and operational support and guidance to SGP grantees as required;
  • Provide administrative support to meetings and seminars organized in the frame of the projects. This includes preparing budgets and other materials for the meetings, coordinating travel and lodging of participants, paying DSA, etc.
  • Coordinate travel arrangements and logistical issues including shipments and customs clearance; Make necessary arrangements for the international and national experts missions, advise the stakeholders on all aspects of mission programming and logistics.

Project documentation management:

  • Review and maintain incoming and outgoing communications; draft correspondences, memos.
  • Maintain project filing system. Register and keep track of contracts and other documents related to the project according to the relevant UNDP rules and regulations.
  • Ensure Donor visibility in daily implementation of the project;
  • Compile, copy and distribute all project reports.

Financial, Procurement and HR Management, Monitoring and reporting:

  • Assist in the finance management tasks under the responsibility of the Project National Coordinators;
  • Closely monitor the achievement of the national annual SGP delivery and co-financing targets and updating of relevant databases;
  • Provide support in the use of Atlas (external module and intranet resources) for monitoring and reporting;
  • Support Project National Coordinators in future arrangements/financial planning including project workplan and budget arrangements. Be fully aware of the financial status of the project and be able to provide necessary information/data.
  • Contribute to day-to-day support to programme/project implementation and ensuring conformity to expected results, outputs, objectives and work-plans;
  • Assist the NC in development and amendment of application forms and other management tools, requirements of the programme and other SGP documents;
  • Provide day-to-day support to new and already approved SGP projects and the grantees, as required;
  • Create and maintain SGP project database and SGP stakeholders database;
  • Maintain and update the SGP website, SGP Global database and UNDP CO website with SGP information;
  • Keep track of all project related transactions, including filing of contracts with staff, receipts, checks, inventory of purchased equipment, materials under the project in order to ensure information needed for auditing purposes be easily available; maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures.
  • Prepare Requests for Direct Payment and ensure it is accompanied with original and legal documentation that support this request for payment.
  • Prepare and maintain the SGP grant disbursement table and calendar;
  • Collect information and contribute to the preparation and timely submission of budget estimates, budget mid-year reviews; in coordination with the NC prepare and update monthly financial workplans.
  • Prepare financial reports to donors in the required format.
  • Set up contracts with project staff and monitor/maintain staff leave records;
  • Support in recruiting temporary experts/consultants in compliance with UNDP recruitment procedures and carry out salary and/or other eligible expenses of the staff (i.e. DSA, travel, etc.) payment arrangements according to existing contracts; Prepare documentation for the staff performance evaluation. Keep log of all contracts and support the team in renewal of these contracts upon expiration.
  • Maintain a procurement plan, participate in conducting procurement tenders and prepare procurement contracts for goods and services.
  • Control project assets maintain office equipment and keep inventory list;
  • Perform other duties as requested by the UNDP CO, GEF SGP National Coordinator in Georgia and BIOFIN National Coordinator Georgia.

 

Core Competencies:

  • Demonstrates integrity by modeling the UN's values and ethical standards; 
  • Promotes the vision, mission and strategic goals of UNDP; 
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability; 
  • Treats all people fairly without favoritism. 

Functional Competencies:

  • Excellent organizational skills.
  • Strong analytical, writing and communication skills.
  • Excellent financial and budgetary skills.
  • Ability to manage and work with a multidisciplinary and multicultural team.
  • Strong motivation and ability to work and deliver under short deadlines.
  • Able to work independently with little or no supervision.
  • Familiarity with government planning and budgeting processes strongly desired;
  • Excellent knowledge of MS Office, database and Internet use.
  • Actively works towards continuing personal learning and development, acts on learning plan and applies newly acquired skills.

 

Education:

  • Bachelor’s Degree in Business or Public Administration, General Management, Finance, Social sciences or other related field.

Experience:

  • At least 5 years of relevant experience in financial, administration, operations and/or programme support service;
  • Previous working experience with a UN and/or other international or donor agencies in an advantage.
  • Relevant experience in donor funded projects and programs is an asset;
  • Experience in handling of web-based management systems will be an asset.

Language Requirements:

  • Fluency in English and Georgian (both written and oral).

 

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: 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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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Contract Duration: 1 year, with a possibility of extension

This vacancy is archived.

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