Admin & Finance Assistant

Mid Senior Finance & Economy Environment

Overview

Provide administrative and financial support to the Project Manager.

You have:

• Secondary education is required; University degree in Management, Business Administration, Finance or related fields is an advantage.
• Minimum 5 years (with secondary education) or 2 years (with bachelor's degree) of relevant experience with foreign aided projects or international development organizations.
• At least 2 years’ experience in administration, procurement, travel, and finance.
• Computer proficiency in MS Office (Word, Excel, PowerPoint) and other common software is required.
• Experience in procurement or travel service, petty cash handling, logistics support, and filing systems.
• Experience with UNDP project implementation procedures, including reporting and monitoring is desired.
• Experience with UNDP ERP System is desired.

Contract

This is a NPSA-5 contract. This kind of contract is known as National Personnel Services Agreement. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about NPSA-5 contracts.

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.

Since 2014, The United Nations Development Programme through its Biodiversity Finance Initiative (BIOFIN) Project, has been supporting the Philippine Government in articulating the financial resources and it needs to maintain a healthy biodiversity portfolio in-country. In particular, BIOFIN in collaboration with Department of Natural Resources Biodiversity Management Bureau has conducted the following assessments: 1) Policy and Institutional Review (PIR); 2) Public and Private Biodiversity Expenditure Review (PPBER); 3) Assessment of financial needs (cost and gap analysis of implementing Philippine Biodiversity Strategy and Action Plan (PBSAP)). These assessments significantly contributed to the development of a Biodiversity Finance Plan.

The PMU works closely in terms of project implementation with the Biodiversity Management Bureau. The Division Chief of the Biodiversity Planning and Knowledge Management Division and UNDP Climate Action Programme helps to oversee the day-to-day activities of the PMU and ensures smooth coordination with the other Divisions. The Admin and Finance Assistant will be responsible for providing back-office/administrative support to the Project Manager including: (1) facilitating procurement; (2) financial and administrative tracking of activities and expenses; (3) budget management; (4) monitoring and evaluation; (5) liaising with UNDP country office and global BIOFIN administrative team to facilitate financial reporting and compliance, and UNDP procurement and travel compliance.

The Admin and Finance Assistant will be responsible for providing back-office/administrative support to the Project Manager including: (1) facilitating procurement; (2) financial and administrative tracking of activities and expenses; (3) budget management; (4) monitoring and evaluation; (5) liaising with UNDP country office and global BIOFIN administrative team to facilitate financial reporting and compliance, and UNDP procurement and travel compliance.

Duties and Responsibilities

Under the over-all guidance of the Project Manager, the Admin and Finance Assistant is expected to prepare annual and multi-year budgets, provide overall administrative and management support to project implementation, support M&E and provide technical support in the implementation of selected finance solutions.

1.) Provide Management Support to Project Manager - Provide support with all financial requirements of the project, especially those related to project funding and accounting. - Support project execution in a timely and appropriate manner. - Facilitate and monitor the work of the national BIOFIN team; support management of payment schedules. - Ensure all national and international travel is organised smoothly. - Facilitate contract renewals and/or extensions of project team and consultants as necessary. - Support with the Monitoring and Evaluation of the project at the national level, including workshop evaluations.

2.) Provide Financial Oversight

• Support management of the project budget, oversee procurement and accounting, together with the UNDP Country Office and the global BIOFIN Team.

  • Monitor financial resources are disbursed on time to implementing partners.
  • Maintain records of expenditures and collaborate in financial reporting.

  3) Support to Procurement - Ensure compliance to all procurement policies.

  • Process all micro-purchases (tendering to delivery to payment)
  • Support to all required procurement processes, requisitions and purchase orders, ensuring compliance with UNDP rules and regulations

  4) Support to travel - Lead all travel arrangements for national travel/missions and participants to national level workshops.

  • Handle all travel for participants to global and regional workshops and other international meetings, ensuring all necessary visa, security clearances and plane tickets are obtained timely, and confirmations/changes of travel arrangements are communicated to the global BIOFIN team immediately.
  • Ensure compliance with UNDP rules and regulations

  5.) Key deliverables (products and processes): - Develop calculations for the development of the annual and multi-year workplan/budget.

  • Maintain an inventory of assets/equipment and support with the handover of equipment upon project closure.
  • Regularly update the procurement and travel plan.

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

  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

  Thematic Area Name Definition 2030 Agenda: Planet Nature Ecosystems and biodiversity Administration & Operations Events Management (including retreats, trainings, and meetings) Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. Administration & Operations Travel Policy and Procedures Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters. Business Management Project Management Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals 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, analyzing and reporting. Procurement Procurement management The ability to acquire goods, services or works from an outside external source Required Skills and Experience

  Education:

  Min. Education requirements Secondary education is required.

University degree (Bachelor’s degree) in Management, Business Administration, Finance, Accounting, Public Administration, Administration, Agriculture, Environmental Science, or related fields will be given due consideration, but is not a requirement.

Experience:

Min. years of relevant experience Minimum 5 years (with secondary education) or 2 years (with bachelor´s degree) of relevant working experience with foreign aided projects or international development or organizations. Required skills - At least 2 years’ experience in administration, procurement, travel and finance. - Computer proficiency in MS Office (Word, Excel, and PowerPoint) and other common software is a prerequisite. - Experience in procurement or travel service, petty cash handling, logistics supports, and filing systems.

Desired skills in addition to the competencies covered in the Competencies section Experience with UNDP project implementation procedures, including reporting and monitoring.

Experience with UNDP ERP System.

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 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.

UNDP 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.

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: jobs.undp.org