Administration & Finance Assistant

Job Description

Administration and Finance Assistant (7 positions), Level : SB 3/Peg I

Location : Provincial Programme Implementation Unit (One in each Province), NEPAL Application Deadline : 14-Jan-20 (Midnight New York, USA) Time left : 8d 18h 51m Additional Category : Democratic Governance and Peacebuilding Type of Contract : Other Post Level : Other Languages Required : English   Starting Date :
(date when the selected candidate is expected to start) 03-Feb-2020 Duration of Initial Contract : One year with possibility of extension Expected Duration of Assignment : Juy 2022

Background

The Constitution of Nepal turned Nepal into a federal state with three levels of government with the intent of transforming the country from a centralized unitary state into a federal country and to ensure economic equality, prosperity and social justice. The Constitution marks a fundamental paradigm shift in the system, structure and functioning of sub-national governance in Nepal. The move from a unitary to a federal structure of governance requires massive reorientation of the institutions, systems, work cultures and styles of functioning.
 
The Provincial and Local Governance Support Programme (PLGSP) is the national flagship Programme of the Government of Nepal (GoN) to build institutional, organizational and individual capacity at all levels of government, with special focus on the provincial and local levels. The goal of the Programme is to attain functional, sustainable, inclusive and accountable provincial and local governance. The Programme aims to contribute to delivery of quality services at provincial and local levels, promote better local infrastructure and enhance economic prosperity. The Programme will achieve 14 outputs under the following three outcomes:

• Government institutions and inter-governmental mechanisms at all levels are fully functioning in support of federal governance as per the Constitution; 
• Provincial and local governments have efficient, effective, inclusive and accountable institutions; and
• Elected representatives and civil servants at provincial and local governments have the capacity and serve citizens to their satisfaction. 

The PLGSP serves as an umbrella programme of the Government in providing capacity development support to the provincial and local governments. As such, the Programme will establish a common framework for coordination and coherence of all governance-related Programmes at the provincial and local levels and accommodate other donor-funded Programmes. Thus, the PLGSP will provide a coherent approach to capacity development under the federal system. 
 
The Ministry of Federal Affairs and General Administration (MoFAGA) is the executive agency of the Programme. The seven provincial governments, the 753 local governments, the restructured Local Development Training Academy (LDTA) and seven provincial-level training centres (Provincial Centres for Good Governance) are the key mechanism for the implementation of the Programme. The Programme is supported by international development partners, namely, the Department for International Development (DfID) of the United Kingdom, the European Union (EU), the Government of Norway, the Swiss Agency for Development and Cooperation, and the United Nations.  MoFAGA is partnering with UNDP to support the implementation of the Programme through Technical Assistance (TA). The TA support will focus on handling the efficient recruitment process of the staff (108 positions), capacity development and knowledge enhancement, supply of consultancy services, procurement of equipment and vehicles, and the orientation and capacity building support to the staff, as well as provision of continuous backstopping support. 

In this context, the Administration and Finance Assistants will basically be responsible to manage overall admin and financial management and secretariat support to the Provincial Programme Implementation Unit at the province level. 

Duties and Responsibilities

Functions / Key Results Expected

Under the overall supervision of the Provincial Programme Director and day to day supervision of Provincial Programme Coordinator, the Administration and Finance Assistants will be responsible for providing overall financial and day to day operational support for smooth and effective implementation of the programme activities of the Transition Programme.

Overall Roles and Responsibilities
The key roles and responsibilities are given as follows:

• Maintain accurate financial and personnel records of the Programme as required by the Programme;
• Assist PPIU in handling PLGSP related financial matters including records;
• Assist Provincial Project Coordinator (PPC) in all matters related to financial and administrative functions of the Programme;
• Manage all correspondence related to administrative, financial and security related matters;
• Maintain the inventory and keep records of all office equipment, furniture, fixing  and vehicle;
• Undertake physical verification of all assets and update records;
• Assist to undertake all tasks related to ensure proper documentation for timely audit of the Programme;
• Carry out additional support as requested by PPC and Governance cum Legal Expert and as required to make this Programme a success;
• Responsible for Programme procurement processes and compliance with NIM guidelines;
• Check Budget lines to ensure that all transactions are booked to the correct budget lines;
• Analysis of budget and expenditure and suggest measures to improve delivery, as required;
• Assist the Administration and Finance Officer in formulating budget planning, management and implementation strategies;
• Ensure Gender Equality Social Inclusion (GESI) considerations are incorporated in the project; activities and project budget is made GESI Responsive;
• Follow up and implementation of audit recommendations at PPIU;
• Proper coordination with other agencies and partners on financial matters;
• Prepare periodic financial report to Programme Coordination Unit (PCU) and manage financial tasks/transactions including ensuring fiduciary risks especially in major events (training, workshops, interactions, visits and review meetings);
• Monitor financial operations at the district level to match expenditure with budget plan;
• Provide information and assistance to staff and supervisors on human resource and work-related issues;
• Coordinate on staff recruitment and selection process in order to ensure a timely organized and comprehensive procedure is used to hire staff;
• Provide all logistic and programmatic assistance to PPIU to implement the activities as per the work plan;

Impact of Results
Smooth administration and financial management of the project; proper documentation of all payments related to Programme expenses; value for money ensured; proper maintenance of financial records, personnel, procurement and inventory.

Competencies

Corporate Competencies

• Demonstrates integrity by modelling the Government of Nepal and UN’s values and ethical standards;
• Serves and promotes the vision, mission, and strategic goals of Government of Nepal & UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Good inter-personal skills;
• Clear and upfront communication skills;
• Treats all people fairly without favoritism;
• Collaborates effectively in a team environment;
• Organized and good with following-up on pending issues; meets deadlines;
• Promote learning and knowledge management/sharing;
• Focuses on delivering results by taking calculated-risks and problem-solving approach;
• Fair and transparent decision making; regularly shares information with team members;
• Actively works towards continuing personal learning and development.

Functional Competencies:

• Demonstrate ability to identify and anticipate bottlenecks, as well as seek guidance;
• Ability to maintain a high level of accuracy, confidentiality concerning financial and employee files;
• Ability to organize and complete assignments within deadlines;
• Integrity and impartiality, ability to work with external partners e.g. supplier, vendors, service providers;
• Ability to convey difficult issues and positions to senior officials proactively seek guidance and make clear recommendations to line managers;
• Dynamic and results-oriented;
• Strong verbal and written skills; ability to draft short memos and conduct presentations;
• Consistently approaches work with energy and a positive, constructive attitude;
• Remains calm, in control and good humored even under pressure;
• Demonstrates openness to change and ability to manage complexities; can multi task;
• Willing to work long hours;
• Responds positively to critical feedback and differing points of view;
• Solicits feedback from staff about the impact of his/her own behaviour highest standards of integrity, discretion and loyalty.

Required Skills and Experience

Education:

• Intermediate Level in Management, Economics and Accounts
• Bachelor’s Degree will be preferred

Experience:

• Three years of experience for Bachelor’s Degree and five years for Intermediate in the field of management, administration and procurement;
• Experience in managing events and provision of secretariat and communication services.

Language requirements:

• Good Knowledge and fluency of English and Nepali languages.

Other requirements:

• Proven abilities in English writing and computer skills are required;
• It would be desirable that the candidate possesses previous experience of working in the GoN, UN/UNDP implemented projects.

Apply Instructions

Apply Link : https://jobs.undp.org/cj_view_job.cfm?cur_job_id=89387

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