Project Admin & Finance Officer

Job Description

BackgroundÿDiversity, 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.ÿUNDP 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 United Nations Development Programme (UNDP) is the UN?s global development network, advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.The Reforms and Innovation in Government for High Performance supports federal and provincial governments in strengthening policy frameworks, regulations, implementation and coordination mechanisms for more accountable and efficient governance outcomes. The project is currently into its second phase and is supporting execution of well-considered reform strategies and bringing about systemic improvements leading to efficiency, effectiveness, and accountability in public sector. Through key outputs including performance driven management, evidence-based decision making and anticipatory governance, the project contributes towards social and economic uplifting and improved resilience of citizens of Pakistan including its marginalized communities and women. The project also supports digital and innovative solutions for institutional strengthening, civil service reform and inclusive policy making.The project works with its key partners including federal and provincial governments, international development agencies and private sector. Its scope extends to development across Pakistan in view of its focus on and collaboration with vital public sector institutions like Ministry of Planning, Development and Special Initiatives (MoPDSI), Prime Minister Office, Federal and Provincial Ministries and National School of Public Policy along with several corporate entities, civic bodies and civil society. Key beneficiaries will include general population, marginalized communities, civil servants, policy makers and political leadership.The incumbent will report directly to the National Project Manager (NPM) of the Reforms & Innovation in Government for High Performance Project, Democratic Governance Unit (DGU), UNDP, Pakistan, UNDP.Duties and Responsibilities:Under the guidance and direct supervision of the National Project Manager, Reforms & Innovation in Government for High Performance, the Admin & Finance Officer will ensure effective delivery of financial and administrative services, and transparent utilization of financial resources and management. This will be done in accordance with UNDP rules, policies and procedures.Ensures administration and implementation of operational and financial strategies and adapts processes and procedures focusing on achievement of the following results:

• Full compliance with UN/UNDP rules, regulations, and policies of financial processes, 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.
• Provision support for planning of financial resources of the project, such asÿ preparation of reports containing analysis of the financial situation; preparation and monitoring of budgets; regular analysis and reporting on the budget approvals and the delivery situation.
• Business processes mapping and elaboration of the content of project Standard Operating Procedures in Administration and Finance, in line with corporate rules and regulations and in consultion with direct supervisor and office management. Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with project management.
• Coordinate and act as focal point for issues relating to finance and administration.

Ensures effective and efficient provision of administrative and financial support services, focusing on achievement of the following results:

• Provide effective administrative support to the implementation of the project
• Ensure maintenance of the project records and filing systems and safekeeping of confidential materials;
• Ensure timely and quality administrative and logistical support to project activities
• Ensure provision of logistical services such as arrangement of meetings workshops and other project-related events, as well as day-to-day transportation and mission travel requirements; and,ÿ
• Undertake any additional tasks as assigned by the Project Manager.
• Coordination and supervision on behalf of the project, of events management, administrative needs, space management, etc.ÿ
• Presentation of thoroughly researched information for planning of financial resources for administrative services
• Support with matters related to coordination with CO, follow-up with MSU, procurement and finance unit for the project and other administrative matters.
• Certify expenditures for approval of payments and monitor/control budget expenditures and approved allotments; and

Ensures effective administrative and financial control including cash management functioning in the project, focusing on achievement of the following results:

• Implementation of the control mechanisms for financial and administrative services, and maintaining records of financial andÿ
• Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in Quantum; analysis of results and initiation of corrective actions when necessary.
• Ensuring that advance payments and direct payments for the project are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the Quantum on a timely basis.
• Proper inventory control; supervision of proper issuance and payment of inventory items and supplies.
• Review of travel authorizations, documentation, payments
• Provision of researched information, reports for audit exercises.
• Ensure oversight over all administrative and financial management matters in the project
• Develop quarterly and annual budget plans; 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.
• Timely review of cash position to ensure sufficient funds on hand for disbursements.
• Timely identification and recording of receipts for income application.
• Ensuring that cost-sharing contributions are properly transferred to UNDP on a timely basis.
• Review of zero-balance account bank statements in Quantum to monitor Imprest level; identification and recording of contributions if required.
• Ensuring timely and accurate bank reconciliation, including documented review of exceptions.
• 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.
• Submission of financial reports to donors on a timely and quality basis.
• Ensuring that advance payments and direct payments for the project are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the Quantum on a timely basis.
• Follow-up with partners on contributions, and receipt creation in Quantum and Certification of reimbursement of expense claims.

Ensures office management and support to events and logistical arrangements:

• Manage the day-to-day operations of the office, including the provision of assistance in the implementation of office, personnel and logistics management systems.ÿ
• Equipment/vehicle utilization and other administrative records.ÿ
• Ensure the proper maintenance of office premises, equipment, furniture and vehicles and monitor the condition and use of said resources in accordance with established guidelines.
• Review of travel authorizations, documentation, payments.
• Administer travel and logistical arrangements for the staff and consultants; arrange itineraries, visas, security clearances, and accommodation; and prepare appropriate requisitions.
• Draft logistical notes, arrange the logistics, including visa, and liaise with event participants, certification of travel claims.
• Ensuring that requests for travels are in accordance with UNDP guidelines, following up and finalizing travel arrangements of project team and activity participants.
• Support in developing administrative project material including: 1) event notification forms and checklists; 2) calendars of events and activity schedules; and 3) lists of invitees and participants; 4) assists in monitoring the work progress of project consultants to ensure adherence to the timelines stipulated under the applicable terms of reference and requests for quotations/proposals.
• Support the project events/activities including: 1) preparatory communications with stakeholders; 2) dissemination of invitations; 3) coordination with event resource persons; 4) pre-event communication with invitees; 5) provision of on-site logistical support; and 6) post-event communication with participants.ÿ
• Support liquidations of cash advances and review of related documents.
• Coordinate with hired vehicles for project activities in terms of itineraries and other arrangements
• 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.

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

• Organization/conduct of training for the projects staff on financial management.
• Synthesis of lessons learnt and best practices in finance and administration.
• Sound contributions to knowledge networks and communities of practice; and,
• Provide accurate, prompt and appropriate information and reports to the Project Manager on administrative matters of the project.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.Competencies:Core competencies:

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

Cross-Functional & Technical competencies:Business Direction & Strategyÿ

• System Thinking:ÿAbility to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.ÿ

Business Managementÿÿÿÿÿÿ

• Project Management:ÿAbility to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.ÿ

Finance

• Financial risk management:ÿEnsures financial resilience through proactive assessment of risk, implementation of controls and taking mitigating action. Understands risk and reward in relation to collaborative and commercial projects. Ensures a culture of positive risk management .ÿ
• Anti-fraud and anti- bribery and corruption:ÿAnti-bribery and corruption: Understands the policy and best practice relating to anti-bribery and corruption controls and ensures these are implemented and widely understood within the organization. Anti-fraud: Understands the fraud risks faced by public bodies and is able to effectively analyse data to support fraud identification and fraud risk management; understands the fraud risks faced by public bodies and is able to conduct fraud risk assessment and response plan.ÿ

Audit & Investigationÿ

• Financial and Managerial Accounting and Finance key concepts:ÿKey concepts and principles of financial accounting, interpret financial analysis, managerial accounting, etc.ÿ

External Relations & Advocacyÿ

• Event planning and execution:ÿAbility to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDPs overall brand and mandate.

Required Skills and Experience:Education:

• A professional accounting qualification from an internationally accredited institute of accountancy, and/or Advanced (Masters) University Degree in Finance and/or Accounting is required.ÿ Or a first-level university degree (bachelor?s degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.ÿ
• Candidates with professional accounting qualifications from an internationally accredited institute of accountancy will have a distinct advantage.ÿ
• Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete the Finance Training and Certification Programme (FTCP), if recruited.ÿ
• Candidates satisfying the two above criteria are exempted from undertaking the UNDP Advanced Accountancy and Finance Test (AAFT).ÿ
• Candidates with MBA or masters in finance with no accountancy qualification but with relevant experience must successfully undertake the UNDP Advanced Accountancy and Finance Test (AAFT) to be eligible forÿ shortlisting.

Experience:

• Up to 2 years (with Master?s degree) or minimum 2 years (with bachelor?s degree) of professional experience in administration and financial support for projects or programmes.
• Experience in handling training arrangement for Partner organizations is an asset.ÿ
• Experience in managing the travel arrangement for Partner Organizations is an asset.
• Knowledge of office management including account and financial management skills; and project management procedures that UNDP follows will be a strong asset.
• Experience in working with UN/UNDP is a strong advantage.
• Knowledge of and familiarity with the UN/UNDP and/or international organizations project operations would be an added advantage; Experience of IPSAS and/or IFRS is required for external candidates.
• Experience on administration of projects and development programme.ÿ
• Experience in an international organization in completing financial management.
• Operating know

Keyskills :