Administrative & Finance Assistant (Readvertisement)

Job Description

BackgroundDiversity, Equity and Inclusion are core principles at UNDP:ÿ 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.The Government of Pakistan has recognized the threat from GLOFs in its National Climate Change Policy and in its Nationally Determined Contributions to monitor changes in glacier volumes and related GLOFs. Flood hazards are already greater than what the national public finance can manage. To be able to strengthen capacities of vulnerable communities to address the GLOF issue urgently in the scale that is needed, the Government of Pakistan needs financial support from international donors. As a result, it has secured GCF resources to upscale ongoing initiatives on early warning systems and small, locally-sourced infrastructure to protect communities from GLOF risks. The interventions proposed for scale-up by this project will be based on activities implemented in two districts that have demonstrated success. In these districts engineering structures like gabion walls have been constructed and automatic weather stations, rain gauges and discharge equipment have been installed. Rural communities receiving this support were able to avoid human and material losses from GLOF events. The proposed GCF project will expand coverage of interventions to fifteen districts in the Khyber Pakhtunkhwa and Gilgit-Baltistan provinces. It will strengthen the technical capacity of sub-national decision makers to integrate climate change and disaster risk management into medium- and long-term development planning processes.Under the supervision of the National Project Manager and overall guidance of the Administration and Finance Officer (AFO) the Admin & Finance Assistant (AFA) works in close coordination with UNDP?s Resilience, Environment & Climate Changeÿand Operations Units to ensure consistent service delivery complying with UNDP rules and donor?s requirements.Duties and ResponsibilitiesEnsures implementation of operational and financial strategies focusing on achievement of the following results:

• 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.

Provides support to AFO in oversight over all administrative and financial management matters in the project, across federal, provincial and fields offices:

• Support to all provincial and field offices 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 provincial and district admin/finance 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 round tables, 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

Liaison on administrative/financial matters between the project, provincial and field officesÿand UNDP central units

• Responsible for ensuring that incoming finance/procurement/HR/administrationÿrelated cases from (PMU, PIUs and FOs) have reached relevant departments atÿUNDPÿand processedÿtoÿfacilitateÿtimelyÿimplementation;
• Act as the primary focal point for ensuring accuracy of project related informationÿin corporate planning and reporting portals (ATLAS, IWP, etc.). Solicit input fromÿotherÿrelevantÿstaffÿwhere requiredÿtoÿcompleteÿthis;
• Ensure full compliance and universal application of administrative and financialÿprocessesÿandÿfinancialÿrecords withÿUNDPÿrules,ÿregulations,ÿpolicies andÿstrategies,ÿas well asÿdonorÿrequirements;
• Jointly with AFO at PMU, guides the work of provincial and district admin/financeÿstaff;
• Review and finalize all financial and administrative documents related to theÿprojectÿimplementation preparedÿby PMU,PIUsÿand FOs:

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

• Organizationÿofÿtraining forÿtheÿoperations/programme/projectsÿstaffÿonÿfinancial management.
• Synthesisÿofÿlessons learnt andÿbestÿpractices inÿfinancialÿmanagement.
• Soundÿcontributionsÿtoÿknowledgeÿnetworks andÿcommunitiesÿofÿpractice

The incumbent of the position will uphold the non-discriminatory behavior and ensure that:

• Human rights and gender equality is prioritized as an ethical principle within all actions;
• Activities are designed and implemented in accordance with ?Social and Environmental Standards of UN?;
• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
• Differentiated needs of women and men are considered;
• Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
• Necessary arrangements to provide gender parity within all committees, meetings, trainings, etc

Core CompetenciesAchieve Results:ÿÿÿLEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadlineThink Innovatively:ÿÿÿLEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvementsÿLearn Continuously:ÿÿÿLEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedbackAdapt with Agility:ÿÿÿLEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexibleÿAct with Determination:ÿ ÿÿLEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confidentEngage and Partner:ÿÿÿLEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationshipsEnable Diversity and Inclusion:ÿÿÿLEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discriminationCross Functional CompetenciesProject ManagementÿÿÿAbility to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goalsRisk ManagementÿÿÿAbility to identify and organize action around mitigating and proactively managing risksCommunicationÿÿÿAbility to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audienceMonitoringÿÿÿAbility to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.Data analysisÿÿÿAbility to extract, analyse and visualize data (including Real-Time Data) to form meaningful insights and aid effective decision makingData collectionÿÿÿBeing skilled in Data Sorting, Data Cleaning, Survey Administration, Presentation and Reporting including collection of Real-Time Data (e.g. mobile data, satellite data, sensor data).Relationship managementÿÿÿAbility to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understandingÿEducation:

• High school or ÿBachelor?s degree in Accounting or Finance will be given due consideration.

Experience:

• At least 5 years of experience in accounting and finance is required with High school education, or 2 years with Bachelor?s degree.

DisclaimerImportant information for US Permanent Residents (Green Card holders)ÿUnder US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.ÿUNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.Applicant information about UNDP rostersNote: UNDP reserves the right to select one or more candidates from this vacancy announcement.ÿ 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.Non-discriminationUNDP 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.ÿÿÿUNDP 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.ÿScam warningThe United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

Keyskills :