Admin & Finance Assistant

UNDP
Location: Nepal
Salary: Negotiable Views:5092
Posted Date: 2015-10-18 Deadline: 2015-11-05
  • Location : Nepal
  • Working Position : Entry Level
  • Qualification Degree : Bachelor’s Degree
  • Salary : Negotiable
  • Category : Fashion / Textile Designing
  • Nature : Full Time
Job Description

Administrative and Finance Assistant

Location : Kathmandu, NEPAL
Application Deadline : 05-Nov-15
Additional Category Governance and Peacebuilding
Type of Contract : Service Contract
Post Level : SB-3
Languages Required : English  
Starting Date :
(date when the selected candidate is expected to start)
01-Jan-2016
Duration of Initial Contract : Six months with possibility of extension

 

 

Background

UNDP is a key implementer of peacebuilding initiatives to support Nepal’s peace process.  Nepal is amidst an important transitional phase after a decade long internal conflict claiming more than 16,000 lives. Although the signature of the Comprehensive Peace Agreement (CPA) in November 2006 brought a halt to the immediate violence there are still many issues to be resolved and new challenges are emerging as Nepal’s post-conflict evolution continues to unfold.   At the national level, there is a lack of consensus among key stakeholders on many complex and challenging issues.   At the district and local levels, there are multiple drivers of tension including social and identity issues, as well as multiple difficulties related to creating consensus on developmental and other priorities.

 In 2010 UNDP established a Conflict Prevention Programme (CPP) that is designed to run through the current UNDAF cycle (2013-2017).  The programme currently has three thematic pillars:

1. Collaborative Leadership and Dialogue (CLD): This pillar promotes the use of collaborative leadership and dialogue to promote consensus-building on key issues and prevent the escalation of social and political tensions. It works with Nepali leaders at the local and national level, focusing on government authorities, political party representatives and civil society figures, and giving special attention to women, youth and vulnerable groups. The programme provides training on conflict analysis, dialogue design and facilitation, and provides technical and logistical support to ongoing and emerging dialogue efforts. The pillar utilizes a six-member Senior Facilitation team, comprised on distinguished national figures, as well as regional training/facilitation teams to support these efforts.

 2. Mainstreaming Conflict Sensitivity into United Nations and Government programming, policy and processes (CS): This pillar promotes conflict sensitive approaches for development policy and practice with the government and the UN Country Team. It does so by mainstreaming conflict sensitivity into the design, implementation and monitoring of development projects and programmes, and integrating conflict sensitivity principles into relevant policy frameworks.

 3. Early Warning and Early Response (EWER) to localized conflict: This pillar works to support a government-led, civil society supported EWER system to enable a move towards pro-active, inclusive, dialogue-based prevention engagements. Such a system will involve building accurate, timely conflict detection and analysis capabilities among relevant local and national government and civil society stakeholders and a mechanism to share these effectively with responders and to plan action. It will also build appropriate types of conflict response capacity among local government and civil society leaders and link such capacities into local and national mechanisms for their effective, coordinated deployment.

 Under the guidance and direct supervision of the Programme Manager, the Admin/Finance Assistant will provide support to the effective and efficient management of the programme through a range of actions contributing to administrative and financial management of project activities.

 

 

Duties and Responsibilities

Under the direct supervision of Finance Officer and in close coordination with Administrative Officer, the Administrative and Finance Assistant will facilitate financial management in respect to budgetary controls, accounting procedures, financial reporting and audit requirements; and administrative implementation of the Project. The detailed scope of work includes:

 Finance:

  • In close coordination with the Finance Officer provide support in monitoring budget expenditures and maintain a proper record of approved programme budget and their revisions;
  • Prepare requests for advance of funds and or direct payments;
  • Prepare voucher in ATLAS;
  • Assist in programme procurement as per the approved procurement plan /budget and maintain all procurement documents (quotations, invoices), and initiate payment in coordination with UNDP finance section;
  • Assist to establish follow-up system with HR, Procurement and Finance Section and vendors to ensure timely delivery of equipment & services and settlement of payables.
  • Assist in preparing for project audit and in responding to audit queries, UNDP CO and Government queries related to project budget, financial resources and expenditures;
  • Work closely with the FO and keep track of all expenditures and recording in ATLAS; provide backup to FO as and when required.
  • Assist FO in ensuring GESI sensitive budgeting.

 Administration:

  • In close coordination with the Administrative Officer support the timely and effective implementation of programme related activities, as stipulated in annual and quarterly work-plans;
  • Assist in collecting and compiling project progress report, work-plan etc. Update data and information to facilitate dissemination of the same;
  • Organize internal and external meetings as requested, assess the need for space depending on size of meeting, arrange appropriate meeting room and ensure all supplies and logistics are in place;
  • Maintain records of all programme related meetings, and ensure documentation; and support in timely dissemination of minutes to the concerned parties;
  • Provide support to international advisors in the implementation of their tasks for the achievement of programme results (communication, agenda, air tickets, visas, hotel reservation, etc.);
  • Assist in administrative work and provide logistic support for smooth implementation of programme;
  • Drafting and typing of the varieties of letters and minutes of the meeting in English and Nepal languages;
  • Provide support to resource mobilization, analysis of information on donors, preparation of donor’s profile;
  • Compare progress versus established outputs/outcome and brief project team on possible implementation delays or diversion from the established goals;
  • Establish follow-up system to ensure timely response and reporting to the supervisor;
  • Establish and maintain both electronic and manual filing systems for easy retrieval of correspondence and other documentation. 
  • Provide backup to AO as and when required.

 Procurement and Logistics:

  • 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;
  • Assist to physically clear and ensure delivery of equipment and supplies procured for the various programme sites;
  • Support the organization of workshops, seminars, trainings including arrangement for venue, logistics, transportation and documentation of events;
  • Provide operational support and assist in the organization of Programme Board meetings;
  • Support AO in project procurement i.e. technical bids, financial bids, proposals and contracts based on the provisions of the DEX Guidelines;
  • Undertake other financial, administrative, procurement and logistics tasks as required.

 Procurement and Logistics:

  • 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;
  • Assist to physically clear and ensure delivery of equipment and supplies procured for the various programme sites;
  • Support the organization of workshops, seminars, trainings including arrangement for venue, logistics, transportation and documentation of events;
  • Provide operational support and assist in the organization of Programme Board meetings;
  • Support AO in project procurement i.e. technical bids, financial bids, proposals and contracts based on the provisions of the DEX Guidelines;
  • Undertake other financial, administrative, procurement and logistics tasks as required.
  • Provide support to monitor budget expenditures and maintain a proper record of approved programme budget and their revisions;
  • Prepare requests for advance of funds and or direct payments;
  • Prepare voucher in ATLAS;
  • Assist in programme procurement as per the approved procurement plan /budget and maintain all procurement documents (quotations, invoices), and initiate payment in coordination with UNDP finance section;
  • Assist to establish follow-up system with HR, Procurement and Finance Section and vendors to ensure timely delivery of equipment & services and settlement of payables.
  • Assist in preparing for project audit and in responding to audit queries, UNDP CO and Government queries related to project budget, financial resources and expenditures;
  • Work closely with the Finance Officer and keep track of all expenditures and recording in ATLAS;
  • Provide backup to FO as and when required.
  • Assist Finance Officer in ensuring GESI sensitive budgeting.

 Administration:

  • Support the timely and effective implementation of programme related activities, as stipulated in annual and quarterly work-plans;
  • Assist in collecting and compiling project progress report, work-plan etc. Update data and information to facilitate dissemination of the same;
  • Organize internal and external meetings as requested, assess the need for space depending on size of meeting, arrange appropriate meeting room and ensure all supplies and logistics are in place;
  • Maintain records of all programme related meetings, and ensure documentation; and support in timely dissemination of minutes to the concerned parties;
  • Provide support to international advisors in the implementation of their tasks for the achievement of programme results (communication, agenda, air tickets, visas, hotel reservation, etc.);
  • Assist in administrative work and provide logistic support for smooth implementation of programme;
  • Drafting and typing of the varieties of letters and minutes of the meeting in English and Nepal languages;
  • Provide support to resource mobilization, analysis of information on donors, preparation of donor’s profile;
  • Compare progress versus established outputs/outcome and brief project team on possible implementation delays or diversion from the established goals;
  • Establish follow-up system to ensure timely response and reporting to the supervisor;
  • Establish and maintain both electronic and manual filing systems for easy retrieval of correspondence and other documentation.
  • Provide backup to Admin Officer as and when required.

 

 

 

Competencies

Corporate competencies

  • Demonstrated high moral integrity by modelling the UN’s values and ethical standards, sound political judgment as well as diplomacy, impartiality and discretion and proven capacity of initiative, discretion and autonomy.
  • Promotes the vision, mission and strategy of UNDP.
  • Displays cultural, gender, religious, race, nationality and age sensitivity.

  Functional Competencies

  • Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example.
  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

 Development and Operational Effectiveness:

  • Sectoral planning, results based management and reporting;
  • Able to formulate, implement, monitor and evaluate administrative skills, tasks and resources;
  • Able to implement new systems with attitude change among implementing programmes and factors.

 Management and Leadership:

  • Builds strong relationships with project personnel and clients, focuses on impact and results for the both and responds positively to feed-back;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Effective communications skills and ability to establish good working relationships with national and international interlocutors;
  • Demonstrated openness to change and ability to solve problems and manage complexities.
  • Ability to work and act under pressure and with discretion in a politically sensitive environment with a minimum of comfort;
  • Ability to travel under harsh conditions within the country whenever required;
  • Excellent team building skills.

 

 

Required Skills and Experience

Education:

  • Completion of Bachelor's degree in Management, Business Studies or any other relevant fields.

Experience:

  • At least three years of working experience in project administration, operation planning and project management procedures.
  • Experience of working with UN/UNDP and familiarity with ALTAS system will be an advantage.
  • Experience of coordinating logistics and providing administrative support to a large and diverse team.
  • Excellent IT skills, including knowledge of MS Word, Excel, Power Point.

Language:

  • Proficiency 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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