Admin and Finance Associate

Contract

This is a SC-6 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SC-6 contracts.

Background

The United Nations Office on Drugs and Crime is the UN main agency in the fight against illicit drugs, crime, corruption and terrorism in virtue of the UN Conventions and Universal Instruments.

The UNODC Regional Office for South Asia is located in New Delhi (India) and covers six countries of the region: Bangladesh, Bhutan, India, Maldives, Nepal and Sri Lanka.

Under the Regional Programme for South Asia (2018-2022), Sub-Programme 1 on countering transnational organized crime, and as a part of the Global Programme on Crimes that Affect the Environment, UNODC is implementing activities aimed at assisting Member States to improve their criminal justice responses to wildlife crime and trafficking.

The UNODC Regional Office seeks to hire the services of an Admin and Finance Associate to provide support in implementation of these activities.

Duties and Responsibilities

Under the direct supervision of the Project Coordinator and the overall guidance of the UNODC Representative/Deputy Representative, the Admin and Finance Associate will be responsible for the following duties and responsibilities:

GENERAL ADMINISTRATION

• Organize and coordinate administrative arrangements for workshops, trainings and similar events.
• Monitor accounts and payment to vendors and individual contractors for goods and services.
• Prepare, process and follow-up on administrative arrangements related to official travel. Ensure full compliance of UN rules and regulations, policies and strategies on travel management guidelines.
• Maintain project records, documents and correspondence.
• Maintain the project inventory.

• Draft routine correspondence and documents.

• Other duties as required.

FINANCE

• Assess the budget heads and ensure its expenditure is as per the approved work plans; Maintain expenditure statement and support in budget processes.
• Maintain complete set of books of account according to the principle of accounting and update it on daily basis.
• Prepare and review budget proposals for project documents/revisions, especially costed work-plans/budgets, for completeness and compliance with relevant rules and procedures.
• Follow up on the activities and monitor advance balances of resource disbursed, verify availability of funds for programme activities and recommend for changes in budget line if needed. Draft budget for budget revision.
• Process payment requests, record and reconcile them against yearly project funding request for all activities under the project and ensure timely closure of all open commitments for better utilisation of funds.
• Prepare and review budget proposals for project documents/revisions, especially costed work-plans/budgets, for completeness and compliance with relevant rules and procedures.
• Monitor status of expenditures and allotments, record variations and update budget tables as per approved annual quarterly workplans.
• Prepare requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
• Prepare financial advance requests to be submitted to Donors/UN agencies on quarterly basis and maintain bank reconciliation, financial transaction and certification of expenditure reports.
• Oversee and ensure efficient project procurement i.e. technical bids, financial bids, proposals and contracts following the UNODC procurement Guidelines.
• Draw up specifications for the equipment required for procurement in close work with programme and ensure proper operation, maintenance and appropriate distribution of such equipment.
• Provide administative/financial support to programme offices in the SA region.
• Prepare statistical tables and standard financial reports.
• Other duties as required.

Key Results Expected:

Accurately prepares reports and records in the areas of work programming, budget/financial management, and other administrative functions; administrative coordination of programme/project planning, preparation of activities and general office support services.

Competencies

• Professionalism - Good knowledge and command of planning, programming budgeting, financial management and other relevant administrative policies. Demonstrated ability to provide effective specialized advice in a broad range of development assistance issues.
• Communication - Speaks and writes clearly and effectively; exhibits interest in having two-way communication; demonstrates openness in sharing information and keeping people informed.
• Teamwork - Proven interpersonal skills and the ability to work in a multicultural, multi-ethnic environment with sensitivity and respect for diversity. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Planning and organizing - Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; uses time efficiently.
• Accountability - Takes ownership of all responsibility and honour commitments; delivers outputs in line with agreed schedules, budgets and quality standards in line with prevailing rules, regulations and procedures.
• Commitment to continuous learning – Keeps abreast of new developments in own occupation/profession. Actively seeks to develop oneself professionally and personally. Shows willingness to learn from others.
• Client Orientation – Reports to internal and external clients in a timely and appropriate manner; organizes and prioritizes work schedule to meet client needs and deadlines; establishes, builds and sustains effective relationships within the work unit and with internal and external clients; responds to client needs promptly.
• Other duties as required.

Required Skills and Experience

Educational Qualification:

• A first level university degree in commerce, accounting or a related field.

Experience:

• 5-7 years of working experience in the area of finance and/or administration.
• Experience in administration of technical assistance projects in government/ international organisation is desirable.
• Work Experience with UN and knowledge of UN policies, guidelines and procedures would be an asset.
• Working experience in Umoja is highly desirable
• Proficient in computer skills including word, excel and power point.

Language Requirements: Excellent command of English language (oral and written).