Under the direct supervision of Project Manager, the Administration and Finance Officer will be responsible for financial and administrative management of the project by facilitating procurement, financial reporting, tracking of activities and expenses and liaising with Country Office on financial and operational issues. The Administration and Finance Officer will work closely with the Portfolio Associate of the Resilience and Environment Portfolio.
Duties and Responsibilities
Functions/ Key Results Expected
1. Financial Management
Lead the overall financial management of the project;
Maintain and upload the annual/ revise budget in ATLAS;
Prepare & review vouchers in ATLAS, obtain approval and process payments for all the financial transactions done at Project;
Keep record of the disbursements made from UNDP CO and by cooperating agency on behalf of the Project;
Manage ATLAS generated donor reports for donor reporting;
Identify capacity gaps of Sub Recipients NGO’s in Financial Management;
Ensure compliance of all the provisions of DIM Guidelines regarding personnel management, procurement, subcontract and financial management;
Support and facilitate the DIM audit as well as internal audit conducted by UNDP and follow up on measures to be taken based on the findings;
Support the programme team in preparing and updating Annual Work Plan and Quarterly work plan of the project;
Conduct periodic field monitoring visits to ensure the financial management system in place with the partner organizations;
Provide supervision on financial aspects of the project to project personnel where required;
Advise and assist international advisors and national consultants on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services;
Handle petty cash and reimbursement of petty cash bills;
Ensure budgeting from GESI perspective.
2. Procurement and Logistic Management
In accordance with the Work Plan arrange for procurement of equipment, supplies and services;
Ensure the contractual processes follow the stipulated UNDP procedures;
Physically clear and ensure delivery of equipment and supplies procured for the various programme sites;
Keep records of Non-Expendable Equipment (NEE), conduct physical verification at least once a year and prepare report on annual physical verification of NEE to be submitted to UNDP CO.
3. Administrative management
Oversee the overall administrative management of the project;
Assist the in the conceptualization and development of Human Resource and Procurement plans in consultation with the Project Manager;
Provide significant support in annual audit exercise and ensure that the action plan is implemented;
Support the Project Manager in overseeing the contracts with implementing partners including governmental and non-governmental organizations as well as with service providers for the programme (individuals and companies)
Support in ensuring the compliance of all the provisions of guidelines; regarding personnel management, procurement and sub-contracts;
Support to organize Project Board Meetings; ensure documentation and timely dissemination of minutes to the concerned parties;
Ensure all administrative, human resource and programme related materials are properly documented and archived for ease of access;
Manage all correspondence related to administration.
4. Vehicle Management
Ensure that proper inventory of all components of vehicles are maintained and checked frequently;
Full compliance of UN rules and regulations, policies and strategies on travel management and ensure that vehicles are used in accordance with UN rules and regulations and that vehicle usage date is correctly recorded.
Required Skills and Experience
Bachelor’s or Master’s degree in management, Finance, Accounting, Administration or human resource management or any other relevant areas.
At least five years for Bachelor’s degree or at least three years for Master’s degree of relevant work experience in administration and finance;
Knowledge of office management including account and financial management skills; and project management procedures that UNDP follows will be a strong asset;
Experience in working with UN/UNDP is a strong advantage;
Knowledge of and familiarity with the UNDP project operations would be an added advantage;
Experience on administration of projects and development programme.
Operating knowledge of ATLAS would be an added advantage;
Excellent knowledge of computer including MS Office (Word, Excel and Power Point etc);
Experience on working on respective field and working with local governments will be an asset.
Excellent written and oral communication skills in Nepali and English.
Must be familiar with MS office;
Knowledge of Do No Harm will be an asset
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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.