Admin & Finance Assistant

UNDP
Location: Nepal
Salary: Negotiable Views:2096
Posted Date: 2015-08-26 Deadline: 2015-09-08
  • Location : Nepal
  • Working Position : Entry Level
  • Qualification Degree : Bachelor’s Degree
  • Salary : Negotiable
  • Category : NGO / INGO / Social work
  • Nature : Full Time
Job Description

Administrative and Finance Assistant (NRRC/UNRCHCO) - (Open to Nepalese Nationals only)
Location : Kathmandu, NEPAL
Application Deadline : 08-Sep-15
Additional Category Management
Type of Contract : Service Contract
Post Level : SB-3
Languages Required : English  
Starting Date : 01-Oct-2015
(date when the selected candidate is expected to start)
Duration of Initial Contract : 6 months

Background

Based in the UN Resident Coordinator Office, the Nepal Risk Reduction Consortium (NRRC) is an innovative structure that brings together a wide range of Governmental, development and humanitarian partners, including Ministries, UN agencies, NGOs, donors and international financial institutions. In the absence of approved structures and policy for disaster risk management (DRM), the NRRC aims to support the Government of Nepal in developing a long-term Disaster Risk Reduction Action Plan to address the high risk of natural disasters, both large and small in scale, which Nepal faces.

The NRRC is a focus of international interest including the Political Champions for Resilience which invited Nepal to be a Champion country in 2013 implying strong support from other Political Champions for action within Nepal designed to strengthen resilience. This profile is important for both the RCO and UNDP nationally and globally. The NRRC Steering Committee is supported by a small Secretariat which sits in the RCO office and provides technical, policy, communications, and administrative support.

Programmatically, the NRRC comprises five priority areas, or Flagships, each of which is led by a Government Ministry and coordinated by an international organization. Above the flagship programmes sits a Steering Committee made up of senior officials from Government, donors, UN agencies and key flagship partners, designed to oversee the Flagships by providing strategic guidance, fundraising support, monitoring and evaluation to NRRC members.

The Steering Committee commissioned a Review of the NRRC in June/July 2013 . It is acknowledged in the Review that many of the NRRCs original goals will not be met by 2015, but it states that this should not be taken as indicative of failure.  These goals were acknowledged from the outset to be ambitious. On the contrary, the Review felt that the enthusiasm and ambition of the mechanism is worth nurturing. This ambition reflects the fact that, not only does the NRRC demand the complex coordination of actors and budgets, but it also must retrofit key infrastructure on an unusual, even unprecedented scale. The Review recommended that the NRRC should continue in its current formulation (and with current allocated roles) until the end of 2015. The structure of Phase 2 of the NRRC is still unclear but the current assumption is that the NRRC Secretariat will remain based in the RC office.

In addition, the Inter Agency Common Feedback Project, which collects and analyzes community feedback on the earthquake response for the humanitarian community sits inside the NRRC/CFP structure.

Under the overall guidance and supervision of Administrative and Finance Officer, and the guidance of head of office and DRR Advisor/NRRC Coordinator, the Administrative Finance Assistant provides the overall administration and logistical activities in Nepal Risk Reduction Consortium / Resident Coordinator Office, ensuring high quality and accuracy of work. The Administrative and Finance Assistant works in close collaboration with the Operations of UNDP Nepal, and other UN agencies to ensure smooth day-to-day operations.

 

 

Duties and Responsibilities

Summary of Key Functions :

  • Implementation of operational strategies;
  • Provision of effective and efficient administrative and logistics support services;
  • Support to office maintenance and asset management;
  • Support to knowledge building and knowledge sharing.

1.  Ensures implementation of operational strategies, focusing on achievement of the following results:

  • Full compliance of NRRC/CFP’s Administrative and financial activities with UNDP rules, regulations, policies and strategies;
  • Initiate and provide necessary support with UNDP for procurement and human resources matters;
  • Coordinate with partner organizations to ensure that the financial transactions are timely done with compliance.

2.  Ensures effective and efficient provision of finance and administrative and logistic support services, focusing on achievement of the following results:

  • Prepare vouchers and process payments for all the financial transactions of NRRC/CFP and also process payment under Direct Payment Request to UNDP for hard currency payments;
  • Maintain Proper control of the supporting documents for payment and financial reports, approval of vendors, preparation of PO vouchers for management project;
  • Maintenance of the internal expenditure control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in atlas, travel claims, and other entitlements are duly processed;
  • Timely corrective action on an unposted voucher, including the vouchers with budget check errors, match exceptions and unapproved vouchers;
  • Presentation of the information on financial resources as required;
  • Maintenance of accounts receivables from UNDP projects and recording of deposits in atlas;
  • Management of cash receipts and petty cash;
  • In compliance with UNDP applicable policies, support NRRC/CFP programming through correct application of small-grant schemes (i.e. MCGA);
  • Coordination of the provision of reliable and quality office supplies;
  • Support to organization of procurement processes of goods and services for NRRC/CFP;
  • Liaise with UNDP to ensure timely NRRC/CFP staff contract extensions making sure that the correct COA is provided;
  • Coordinate with UNDP Country Office to resolve international staff HR issues as required;
  • Assist in arranging meetings related to NRRC work;
  • Support to facilitate the new staffs with required information and office procedur:

3.  Provides support to office maintenance and asset management, focusing on achievement of the following results:

  • Maintenance of inventory records of assets, ensuring that all NRRC/CFP property is properly labeled, assigned and tracked;
  • Maintenance of proper filing system for Finance records, administrative records (personnel files, leave records, attendance records, and other documents;
  • Coordination of travel, events management, transportation services and insurance, space management, procurement of supplies

4.  Support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

  • Participate in the training for the operations/ projects staff on finance and administration.

 

 

Competencies
  • Work prioritization and ability to multitask;
  • Ability to maintain a high level of accuracy, confidentiality concerning financial and employee files;
  • Excellent interpersonal skills;
  • Shares knowledge and experience;
  • Positive, constructive attitude;
  • Ability to work and act under pressure with discretion in politically sensitive environment with a minimum of comfort;
  • Responds positively to critical feedback and differing points of view;
  • Ready to work independently, under tight deadlines.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Ability to work in a multi-cultural team environment with a positive attitude;
  • Highest standards of integrity, discretion and loyalty.

 

 

Required Skills and Experience

Education:

  • Completion of Bachelor’s Degree in business studies, management or any other discipline.

Experience:

  • At least 3 years of relevant experience in administration or programme support service Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.
  • Hands on experience with UN and experience of using Atlas would be a distinctive advantage.

Language Requirements:

  • Fluency in spoken and written English and Nepali languages

 

 
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.

 

Organization Summary

UNDP works in more than 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results.

Industry Type NGO / INGO / Social Work
Location Kathmandu
Organization Size 100+
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