Administrative and Finance Associate

Administrative and Finance Associate

Job Identification: 17085
Locations: Nepal
Apply Before: 04/17/2024, 11:59 PM
Job Schedule: Full time
Agency: UNDP
Grade: NPSA-6
Vacancy Type: National Personnel Service Agreement
Practice Area: Management
Bureau: Regional Bureau for Asia and the Pacific
Contract Duration: 1 Year
Education & Work Experience: Bachelor’s Degree – 3 year(s) experience OR High School certificate- 6 year(s) experience
Required Languages: Nepali and English
Vacancy Timeline: 2 Weeks

Job Description

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.

Background

United Nations Development Programme (UNDP) Nepal works with the Nepalese, Government of Nepal, and other development partners to pursue equitable and sustainable human development goals to promote inclusive and resilient economic growth; improve the coherence and quality of governance across the three tiers of government and advance resilient and sustainable systems for use of natural resources through public policies, strong institutions, and active community participation. Additionally, Special attention will be paid to (a) supporting national reforms and upholding the values of justice, human rights, equity and transparency; (b) promoting gender equality and social inclusion by supporting the strengthening and implementation of legislative and institutional frameworks related to international commitments; and (c) ensuring that the rights to economic and social security and potential of all marginalized groups are realized.
In parallel to the roll-out of its new Country Programme, 2023-27, UNDP Nepal is moving towards strategically repositioning UNDP’s contributions in support of the Sustainable Development Goals and collaboration with national development partners. Meanwhile, Nepal’s GNI continues to grow, making graduation from LDC status a scenario for which UNDP needs to begin planning and adapting to different models of development cooperation.
The Administrative and Finance Associate will be selected and placed in the UNDP roster for any future requirement for similar functions and in same grade. The duty station of the selected candidate can be anywhere in Nepal, as assigned by the project. The placement in roster is valid for 36 months from the finalization of recruitment date.

Duties and Responsibilities

The AFA will work under direct supervision and overall guidance of Project Coordinator/ Project Manager/Team Leader.

1. Project Administration Support

•  Assist Project Coordinator/Manager in timely and effective implementation of HR and procurement plans by preparing all necessary documents as per the UNDP and DIM/NIM guidelines;
•  Maintain accurate financial and personnel records of the project as required by UNDP Nepal;
•  Assist Project Coordinator/Manager in undertaking quality assurance of project procurement i.e. technical bids, financial bids, proposals and contracts;
•  Support in drafting internal and external correspondence especially related to procurement, recruitment, resource mobilization, partnership building etc.;
•  Support in organizing workshops, seminars, training including arrangement for venue, logistics, transportation, and documentation of events;
•  Arrange internal and external meetings (including the meetings of governments and donors) for project with government, private sectors, academia, donors, insurance associations, UN agencies and other potential partners and stakeholders, and maintain minute of all projects related meetings;
• Provide logistic support in organizing the Project Board Meetings;
•  Ensure all project related materials are properly documented and easily accessible;
•  Maintain a filing system for the project;
• Support in day to day logistic/operation management; room booking for meeting, workshop and seminar, vehicle booking, security clearance, if needed hotel arrangement, preparing meeting minutes;

2. Financial Management support:

• Track progress in the financial delivery of Grants/RPA and contribute to overall financial planning and reporting;
• Support in preparation of Annual Work Plan (AWP) and Quarterly Work Plan (QWP) preparation as per the requirement of project and ensure compliance with donor;
•  Assist Project Coordinator/Manager in drafting Note to the file, Memorandum of understandings, contracts with implementing partners and other such documents as per UNDP DIM/NIM guidelines;
• Assist in managing the various contracts with implementing partners-government entities, training institute, insurance industry institutions, UN agencies etc. and ensure timely payment;
•  Provide support to monitor budget expenditure as per approved budget from UNDP system; Analyze the Combined Delivery Report and provide advice as required;
• Assist in preparing quarterly financial reports and entering them into Quantum;
• Provide support to resource mobilization by analyzing information on donors, preparation of donors’ profiles and their country strategy papers;
• Support in gathering information on other donor funded or UN agency projects that are potential partners for the project.
• Support the project to update various logs in Quantum and to keep the project dashboard updated;
•  Support UNDP Nepal office to prepare quarterly and annual financial reporting as per UNDP Nepal CO requirements.
• Assist in preparing for project audit and in responding to audit queries, UNDP CO and government queries related to project budget, financial resources, and expenditures;
•  Provide training to implementing partners related to financial management, audit, reporting and project implementation.

3. Gender and Social Inclusion

• Ensure Gender Equality and Social Inclusion (GESI) considerations are incorporated in the project activities and project budget is made GESI Responsive;
• Create a safe working environment by developing respectful and safe organizational culture and supporting practices;
•  Collaborate with team members, programme partners, and sub-grantees to ensure safe implementation of programmes at the community level applying Do No Harm approach;

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

Institutional Arrangement

Under the overall guidance and supervision of the Project Coordinator/Manager, AFA will work closely on a day-to- day basis to facilitate various administrative, financial and program implementation related operational and logistical processes.

Competencies

Core Competencies

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
Business direction and strategy
Business Acumen

• Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome
• Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks

Business Management

Project Management

• Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals

Communication

•  Ability 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 audience
• Ability to manage communications internally and externally, through media, social media and other appropriate channels

Administration & Operations

Documents and records management

•  Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Finance

Financial planning and budgeting

• Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting

2030 Agenda: People

Gender

• Gender Mainstreaming

2030 Agenda: Peace

Governance

•  Inclusion and Participation

Required Skills and Experience

Education:

• Secondary education is required Or
• Bachelor’s Degree in Finance, Accounting, Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
• Fully Qualified Accountant, from an internationally accredited institute of accountancy or Full Completion of the UNDP Finance Training and Certification Programme (FTCP). No UNDP Accountancy and Finance Test (AFT) required.
•  Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete UNDP Finance Training and Certification Programme (FTCP), if recruited. However, no UNDP Accountancy and Finance Test (AFT) is required.
• Candidates with no professional accountancy qualifications but with relevant experience must successfully undertake UNDP Accountancy and Finance Test (AFT) before shortlisting, and must complete the UNDP Finance Training and Certification Programme (FTCP), if recruited.

Experience:

•  Minimum of 6 years (with Secondary Education) or 3 years (with Bachelor’s degree) of relevant experience in Admin and finance is requried

Required Skills:

•  Experience in the use of computers, office software packages (MS Word, Excel, etc), database packages, and web-based management systems such as ERP.

Desired skills in addition to the competencies covered in the Competencies section:

•  Experience in engaging with stakeholders
• Hand-on experience with accounting software
• Advanced knowledge of MS Excell (crating spreadsheets and charts and using financial Excel functions)
• Experience and understanding of bookkeeping process and procedures.
•  Experience in Financial Reporting and Financial analysis
• Experience and knowledge in Asset management
• Experience in financial operations management

Required Language(s)

•  Fluency (both oral and written) in English and Nepali

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under 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.

UNDP 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 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.

Non-discrimination

UNDP is committed to achieve work force diversity and has a policy to have gender balance among staffs at all levels. Work experience and/or academic knowledge in relation to gender and social inclusion will be an added advantage. Qualified Women, Dalits, Janajatis, Madhesis, Persons with Disabilities, gender and sexual minorities and other minorities are specially encouraged to apply.

United Nations has a zero-tolerance against Sexual exploitation and Abuse (SEA) and Sexual Harassment (SH). Everyone is responsible for Preventing Sexual Exploitation and Abuse and Sexual Harassment (PSEA and SH), and all UN personnel must adhere to the standards of conduct that preserves PSEA principles (both during work hours and outside work hours). All selected candidates will, therefore, go through a safe hiring process.

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