Background
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. 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.
The USAID-funded Partnering for Resilience Program (hereinafter the “project”) is implemented by the United Nations Development Programme (UNDP) in partnership with four UN Agencies: Food and Agriculture Organization of the United Nations (FAO), United Nations Population Fund (UNFPA), United Nations Children’s Fund (UNICEF) and United Nations Entity for Gender Equality and the Empowerment of Women (UN Women). The project aims to foster the peacebuilding and conflict transformation with an ultimate goal to promote an enabling environment for sustainable peace.
The project builds on the success and lessons learned from previous and current interventions of UNDP and UN partner organizations in support of conflict-affected communities and the lasting peace in general. The project has three objectives to reach the ultimate goal of the intervention:
● Objective 1: Improved enabling environment and increased demand for sustainable peace
● Objective 2: Expanded interaction and confidence-building opportunities
● Objective 3: Strengthened information ecosystem
Under overall guidance of UNDP CPR Team Leader, the direct supervision of UNDP Project Manager and the oversight of theProject Analyst) and in close collaboration with the project team, the Administrative and Finance Associate based in Zugdidi will provide support to the project team in administrative (contractual, organizational and logistical), HR and financial services of the highest quality and standards for the successful implementation of project activities and the achievement of planned project results. The incumbent is expected to exercise full compliance with UNDP rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.
Duties and Responsibilities
Scope of Work :
1. Administrative support;
2. HR and financial support;
3. Financial management, monitoring and reporting;
4. Perform other relevant functions as required.
1. Administrative support
– Assist Programme Manager in the day-to-day implementation of the project in compliance with all relevant UNDP rules and regulations;
– Ensure proper functioning of the office (timely purchase of office supplies, payment of rent, utilities,
communication etc.);
– Draft and type the varieties of letters and minutes of the meeting when required;
– Maintain project filing system with the project related documents in a well-structured manner. Establish and maintain both electronic and manual filing systems for easy retrieval of correspondence and other documentation;
– Keep track of all project related transactions, including filing of contracts with staff, receipts, checks, inventory of purchased equipment, materials under the project in order to ensure information needed for auditing purposes be easily available; maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures;
– Secure the maintenance of the project vehicle and keep track of the logbook;
– Administer Project Board meetings;
– Provide assistance in project auditing;
– Assist in administrative work and provide logistic support for smooth implementation of the project;
– Support the organization of workshops, seminars, trainings including arrangement for venue, logistics, transportation and documentation of events. It includes facilitation of travel arrangements: initiate travel authorization for approval, reserve flight schedules, coordinate with the CO Operations section for relevant travel advances and claims, DSA, etc;
– Maintain an equipment and spare inventory including verification and transfer when required;
– Control project assets, maintain office equipment and keep inventory list and preparation of year-mid/end asset physical verification reports;
– Assist to keep records of Non-Expendable Equipment (NEE), conduct physical verification at least once a year and prepare report on annual physical verification of NFE to be submitted to UNDP CO.
2. HR and financial support
Assist in recruiting of staff, experts/consultants in compliance with UNDP rules procedures and carry out eligible expenses of the staff (i.e. DCF, DSA, travel, etc.) payment arrangements according to existing contracts. Renew these contracts upon expiration;
– Maintain records on all project personnel/consultants and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures;
– Prepare and issue contracts;
– Create and manage e-requisitions in ATLAS;
– Conduct the track of petty cash expenses; prepare the reconciliation report upon the exhaustion of petty cash;
– Conduct administrative and finance supports in leading of RPAs payments requests;
– Prepare Requests for Direct Payment and ensure it is accompanied with original and legal documentation that support this request for payment;
– In close coordination with the Project Officer (Financial Manager) of USAID project provide support in monitoring budget expenditures and remaining balances;
– Assist to establish follow-up system with HR, Procurement/Vendors and Finance sections to ensure timely delivery of equipment & services and settlement of payables.
– Provide backup to the Project Officer (Financial Manager) of USAID project as and when required.
3. Financial management, monitoring and reporting:
– Assist in monitoring project activities by reviewing project financial documentation and preparing a variety of records, including progress reports vs. budgets, and financial expenditures;
– Assist with preparation of the Annual Work Plans, budget mid-year reviews, and other required financial updates;
– Maintain up-to-date Annual Work Plan, accurately recording financial transactions, tracking spending and financial commitments;
– Maintain financial records and monitoring systems to record and reconcile expenditures, balances, statements and other data;
– Provide support on financial aspects related to grants’ implementation, including consulting;
– Review interim and final financial reports of the grantees and ensure their accuracy.
Perform other relevant functions as required.
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:
Administration & Operations – Documents and records management
Overall document (hard or electronic) management; registry and retention policy including storing and archiving;
Finance – Accounting (General)
Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations;
Finance – Audit risk management
Ability to address audit issues raised during an audit and propose solutions in order to ensure a true and fair audit opinion is achieved;
Finance – Budget management
Ability to support budgetary aspects of work planning process, drawing and management of team budgets;
Administration & Operations – Inventory management
Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above;
Administration & Operations – Vehicle management
Knowledge of policy and procedures on fleet management;
Finance – Accounting (General)
Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.
Required Skills and Experience
Education:
- Secondary education is required with specialized certification in accounting and/or Finance or;
- Bachelor’s degree or equivalent in Business or Public Administration, Finance, Accounting, Office Management, Human Resources or a related discipline will be given due consideration;
- Long-listed candidates may be required to undergo the UNDP Accountancy & Finance Test (AFT).
Experience:
- Minimum 6 years of experience with Secondary education or 3 years with Bachelor’s degree of experience in administration, finance and/or programme
support service.
Required skills
- Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations
Desired skills in addition to the competencies covered in the Competencies section :
- Experience working in dynamic environments would be an asset;
- Experience of working with UNDP and other UN system; including knowledge of its practices and procedures would be an asset;
- Experience with UNDP’s internal financial reporting systems, budgeting and financial reporting is an asset;
- Experience in procurement and human resources will be an asset;
- Experience in handling of web-based management systems (Such as ATLAS).
Required Language(s)
- Fluency in English and Georgian languages; working level of Russian language.
Travel
Visits to target regions may be required on a need’s basis.
The following documents shall be required from the applicants:
- Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers;
- A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position;
- Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns, or other materials.
Disclaimer
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.