Administrative and Finance Associate

Administrative and Finance Associate

Job Identification: 17845
Locations: Kathmandu, Nepal
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 with Possibility for extension
Education & Work Experience: Bachelor’s Degree – 3 year(s) experience OR High School certificate- 6 year(s) experience
Required Languages: English and Nepali
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.

Engagement Facility under Resilience and Environment Portfolio has been designed to provide evidence-based policy and implementation support to the government and stakeholders to realize the vision of zero carbon by the end of 2045 and develop Nepal as a risk resilient society by 2030 through implementation of revised Nationally Determined Contributions (NDC) and its long-term strategy together with National Adaptation Plan (NAP). The facility will further support the Government through data analysis and capacity building for achievements of SDGs and implementation of Multilateral Environmental Agreements (MEAs) through integrated planning for climate, environment, biodiversity, water and gender equality and inclusion. Support will also be provided for conserving critical landscapes and ecosystems for water and food security and identifying sustainable biodiversity financing options and scaling up climate actions to reduce vulnerability and promote low carbon development. This will also support for documenting lessons and developing knowledge products on green financing, urban resilience, green business and jobs, sustainable infrastructure development, waste management and corporate sustainability and explore opportunities for future partnership.

Support to be provided under this Facility will be managed from and be funded through a) joint UNDP-SIDA Programme on Environment and Climate including Biodiversity Finance (BIOFIN) and Essential Life Support Areas (ELSAs) mapping, b) joint UNDP-FAO Scaling up Climate Ambition on Land use and Agriculture (SCALA), c) Climate Promise Phase II, d) Regional Programme on Climate Finance Network Programme, e) HPMP Stage II f) Governance of Climate Change Finance (GCCF) Phase III, g) Global Biodiversity Framework Early Action Support (GBF-EAS) and h) UNDP’s core resources. Activities under Engagement Facility will be implemented directly by UNDP over seven years in close collaboration with the Ministry of Forest and Environment (MoFE), Ministry of Finance, National Planning Commission (NPC), Ministry of Energy, Water Resources and Irrigation (MoWERI) and Ministry of Agriculture and Livestock Development (MoALD) with support from other government agencies, universities, UN Agencies and development partners, at the federal, provincial, and local levels.

The Administrative and Finance Associate (AFA) will closely work with Administration and Finance Analyst on financial and administrative management of Integrated Environment and Climate Resilience Planning Project (ICRP) as well as on other operational issues.

Duties and Responsibilities

The AFA will work under the direct supervision of Administration and Finance Analyst and overall guidance of Portfolio Manager- Resilience and Environment.

A. Project Administration Support

• Assist Administration and Finance Analyst in timely and effective implementation of HR and procurement plans by preparing all necessary documents as per the UNDP and DIM guidelines;
• Maintain accurate financial and personnel records of the programme as required by UNDP Nepal office;
• Assist Administration and Finance Analyst 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;
• 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 ICRP 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.

B. Financial Management support

• Track progress in the financial delivery of agreements 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 ICRP provision and ensure compliance with donor;
• Assist Administration and Finance Officer in drafting Note to the file, contracts with implementing partners and other such documents as per UNDP DIM guidelines;
• Assist in managing and tracking the various contracts to ensure timely payment;
• Provide support to monitor budget expenditure as per approved budget from UNDP Quantum system;
• Analyse the Combined Delivery Report and provide advice as required;
• Support project office to prepare quarterly and annual financial reporting as per requirements;
• Assist in preparing for project audit and in responding to audit queries;
• Provide training to implementing partners related to financial management, audit, reporting and project implementation.

C. 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 Administration and Finance Analyst, 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
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

Business Management
– 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:

Minimum Education requirements:

• Secondary Education with specialized certification in accounting and/or Finance. University degree in Finance or Accounting desirable. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage. (The degree must state that the major is in accounting or finance. Degrees in Business Administration or Public Administration are not considered equivalent.)
• 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) is 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.
• Candidate 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.

Minimum years of relevant work experience:

• Minimum of 6 years (with Secondary Education) or 3 years (with Bachelor’s degree) of relevant experience in admin and finance is required.
• Knowledge of Project planning, project finance and project management;

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 working with multiple stakeholders
• Hand-on experience of working with ERP/ accounting software
• Advanced knowledge of MS Excel (creating 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 in English and Nepali is required

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.

Scam warning

The 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.

Apply Before: 05/10/2024, 11:59 PM