Admin & Finance Officer Entry Level

UNDP
Salary: Negotiable
4369 Views 2016-05-30 00:00:00
  • Nos. of Opening :
  • Working Position : Entry Level
  • Qualification Degree : Master's Degree
  • Salary : Negotiable
  • Job Category : Finance / Administration
Job Description
 
Background
 

Through the National Human Rights Commission’s Strategic Plan Support Project (SPSP), designed based on the requirements of the National Human Rights Commission (NHRC) as foreseen in the Strategic Plan of NHRC 2015 – 2020, UNDP Nepal is working with the NHRC to address its immediate needs in terms of strengthening its organisational and competence capacity and also to significantly contribute towards long-term sustainability of the institution and its capability to carry out the tasks set by itself in the Strategic Plan 2015 – 2020.

The Project is proposing measures supporting the re-organization and further capacity development of the NHRC that are realistically achievable, based on the overall holistic approach and which include day to day working with the partner institution to ensure its ownership and leadership over the process. Project activities will also contribute to an increased level of coordination between human rights institutions, resulting in more effective protection of human rights of vulnerable and marginalized groups of people.

The Project has two distinctive Components - Component 1  focusing on the duty bearer side which consists of a thorough development of the organizational capacity through a training needs assessment and a management review that identifies the required areas of support for the internal management including business management, procedures, and financial management as well as the core areas of performance of the NHRC monitoring, investigation, and outreach towards other constitutional commissions, civil society and the GoN and the Component 2 where the ongoing activities of the NHRC are supported, through initiation of a pilot project, focusing on monitoring, investigation, outreach, and on the promotion of rights for people with mental disabilities.

The component one basically focused in strengthening the capacity of the staff in selected areas (as defined by the training plan) through systematic training; strengthening the capacity of the commission as a long-term credible institution to deliver its core function and increase its outreach and enhancing the coordination and cooperation with other human rights related constitutional commissions and the transitional justice mechanisms, CSOs, and media.
 

 
Duties and Responsibilities
 

The Administration & Finance Officer (AFO) will be responsible to guide and assist to the project management team on admin/finance matter and ensure Project expenditure.

Duties and Responsibilities:

  • Under the direct supervision of the International Project Manager (IPM), the AFO will be responsible for all following administration and finance functions for the implementation of the project:
  • Oversee the overall financial and administrative management of the programme;
  • Maintain complete set of books of account according to the principle of accounting and update it on daily basis. Also keep record of the disbursement made from UNDP on behalf of the programme. Ensure accuracy of supporting documents;  
  • Follow up on the activities and monitor advance balances of resource disbursed, verify availability of funds for programme activities and recommend for changes in budget line if needed.  Draft budget for budget revision;
  • Supervise AFA prepare vouchers and process payments for all the financial transaction and  process payment request to UNDP country office;
  • Prepare and submit periodic financial reports for submission through the programme manager  to UNDP;
  • Provide support to prepare annual and quarterly work plans and budgets in consultation with the programme manager;  
  • Verify Combine Delivery Report (CDR) for Certification;
  • Manage annual audit exercise, prepare audit follow-up action plans, and ensure that the action plan is implemented;
  • Conduct analysis of programme budget allocation and expenditure from a gender and social inclusion perspective under the guidance of the programme manager  and Gender and Social Inclusion Advisor;
  • Oversee the financial and administrative management of district programmes and implementing partners, including internal audit (if needed);
  • Prepare monthly shadow budget for tracking the delivery of the programme;
  • Oversee the contracts with implementing partners including governmental, non-governmental, and community-based organizations as well as with service providers for the programme (individuals and companies);
  • Ensure the compliance of all the provisions of guidelines regarding personnel management, procurement, sub contract and financial management;
  • Prepare annual human resources and procurement (requisition) plans and implementing them;
  • Backstop, monitor and provide training to the field based programme and finance/administrative staff as well as implementation partners in the areas of financial and administrative arrangements, monitoring and reporting;
  • Draw up specifications for the equipment required for procurement in close work with programme team and UNDP PISU as per guidelines; maintain and update an inventory and ensure proper operation, maintenance and appropriate distribution of such equipment;
  • Keep records on non-expendable equipments (NEE), conduct physical verification at least once a year and prepare annual physical verification report of NEE to be submitted to UNDP CO;
  • Manage all correspondence related to administration and finance;
  • Conduct frequent field visits for monitoring and supervision;
  • Provide technical assistance to implementing partners including government agencies, NGOs and CBOs in financial management;
  • Oversee the usage and maintenance of all equipments including vehicles;
  • Supervise other support staff (Secretary, Office Assistant, Messengers, Drivers, Guards etc);
  • Carry out any other related responsibility assigned by the programme manager NPM and support other activities as required by the programme management; and  
  • Carry out any other responsibility assigned by the NPM and support other activities as required by the project management.
     
 
Competencies
 

Corporate competencies:

  • Demonstrated high moral integrity by modelling the UN’s values and ethical standards, impartiality and discretion and proven capacity of initiative, discretion and autonomy;
  • Promotes the vision, mission and strategy of UNDP;
  • Displays respect to diversity and 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:

  • Able to analyse administrative service needs to support specific business operations encompassing travel, transport and supply;
  • Able to formulate, implement, monitor and evaluate programmes and projects, as well as resource mobilization skills;
  • Able to implement new systems with attitude change among implementing partners.

Management and Leadership:

  • Builds strong relationships with clients, focuses on impact and results for the client 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 and Work Experience:

  • Completion of Master degree in business administration, procurement, finance, accounting;
  • 5 years of relevant experience;
  • Hands-on experience with UN or similar development programme or reputed private organization;
  • Excellent financial accounting including auditing and reporting as well as exposure in administration of project;
  • Excellent skills in computers (Windows, Word, Excel, and Power Point); should be able to operate financial packages independently;
  • Independent auditing skills;
  • Knowledge and experience of working with ATLAS would be an asset;
  • Knowledge of UNDP’s rules and regulations related to administration and finance as well as other business processes would be an advantage.


Language Requirements:

  • Excellent oral and written proficiency in English and Nepali languages.
 
Disclaimer
 

Important applicant information

All posts in the SC categories are subject to local recruitment.

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.

Workforce diversity

UNDP is committed to achieve work force diversity (in terms of nationality, minority groups, caste/ ethnic groups, persons with disability etc.) and has a policy to have gender balance among staff at all levels.  Qualified female candidates and candidates particularly from disadvantaged and socially excluded groups are strongly encouraged to apply.

All applications will be treated with highest confidence.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.


 
       
 
 
Background
 

Through the National Human Rights Commission’s Strategic Plan Support Project (SPSP), designed based on the requirements of the National Human Rights Commission (NHRC) as foreseen in the Strategic Plan of NHRC 2015 – 2020, UNDP Nepal is working with the NHRC to address its immediate needs in terms of strengthening its organisational and competence capacity and also to significantly contribute towards long-term sustainability of the institution and its capability to carry out the tasks set by itself in the Strategic Plan 2015 – 2020.

The Project is proposing measures supporting the re-organization and further capacity development of the NHRC that are realistically achievable, based on the overall holistic approach and which include day to day working with the partner institution to ensure its ownership and leadership over the process. Project activities will also contribute to an increased level of coordination between human rights institutions, resulting in more effective protection of human rights of vulnerable and marginalized groups of people.

The Project has two distinctive Components - Component 1  focusing on the duty bearer side which consists of a thorough development of the organizational capacity through a training needs assessment and a management review that identifies the required areas of support for the internal management including business management, procedures, and financial management as well as the core areas of performance of the NHRC monitoring, investigation, and outreach towards other constitutional commissions, civil society and the GoN and the Component 2 where the ongoing activities of the NHRC are supported, through initiation of a pilot project, focusing on monitoring, investigation, outreach, and on the promotion of rights for people with mental disabilities.

The component one basically focused in strengthening the capacity of the staff in selected areas (as defined by the training plan) through systematic training; strengthening the capacity of the commission as a long-term credible institution to deliver its core function and increase its outreach and enhancing the coordination and cooperation with other human rights related constitutional commissions and the transitional justice mechanisms, CSOs, and media.
 

 
Duties and Responsibilities
 

The Administration & Finance Officer (AFO) will be responsible to guide and assist to the project management team on admin/finance matter and ensure Project expenditure.

Duties and Responsibilities:

  • Under the direct supervision of the International Project Manager (IPM), the AFO will be responsible for all following administration and finance functions for the implementation of the project:
  • Oversee the overall financial and administrative management of the programme;
  • Maintain complete set of books of account according to the principle of accounting and update it on daily basis. Also keep record of the disbursement made from UNDP on behalf of the programme. Ensure accuracy of supporting documents;  
  • Follow up on the activities and monitor advance balances of resource disbursed, verify availability of funds for programme activities and recommend for changes in budget line if needed.  Draft budget for budget revision;
  • Supervise AFA prepare vouchers and process payments for all the financial transaction and  process payment request to UNDP country office;
  • Prepare and submit periodic financial reports for submission through the programme manager  to UNDP;
  • Provide support to prepare annual and quarterly work plans and budgets in consultation with the programme manager;  
  • Verify Combine Delivery Report (CDR) for Certification;
  • Manage annual audit exercise, prepare audit follow-up action plans, and ensure that the action plan is implemented;
  • Conduct analysis of programme budget allocation and expenditure from a gender and social inclusion perspective under the guidance of the programme manager  and Gender and Social Inclusion Advisor;
  • Oversee the financial and administrative management of district programmes and implementing partners, including internal audit (if needed);
  • Prepare monthly shadow budget for tracking the delivery of the programme;
  • Oversee the contracts with implementing partners including governmental, non-governmental, and community-based organizations as well as with service providers for the programme (individuals and companies);
  • Ensure the compliance of all the provisions of guidelines regarding personnel management, procurement, sub contract and financial management;
  • Prepare annual human resources and procurement (requisition) plans and implementing them;
  • Backstop, monitor and provide training to the field based programme and finance/administrative staff as well as implementation partners in the areas of financial and administrative arrangements, monitoring and reporting;
  • Draw up specifications for the equipment required for procurement in close work with programme team and UNDP PISU as per guidelines; maintain and update an inventory and ensure proper operation, maintenance and appropriate distribution of such equipment;
  • Keep records on non-expendable equipments (NEE), conduct physical verification at least once a year and prepare annual physical verification report of NEE to be submitted to UNDP CO;
  • Manage all correspondence related to administration and finance;
  • Conduct frequent field visits for monitoring and supervision;
  • Provide technical assistance to implementing partners including government agencies, NGOs and CBOs in financial management;
  • Oversee the usage and maintenance of all equipments including vehicles;
  • Supervise other support staff (Secretary, Office Assistant, Messengers, Drivers, Guards etc);
  • Carry out any other related responsibility assigned by the programme manager NPM and support other activities as required by the programme management; and  
  • Carry out any other responsibility assigned by the NPM and support other activities as required by the project management.
     
 
Competencies
 

Corporate competencies:

  • Demonstrated high moral integrity by modelling the UN’s values and ethical standards, impartiality and discretion and proven capacity of initiative, discretion and autonomy;
  • Promotes the vision, mission and strategy of UNDP;
  • Displays respect to diversity and 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:

  • Able to analyse administrative service needs to support specific business operations encompassing travel, transport and supply;
  • Able to formulate, implement, monitor and evaluate programmes and projects, as well as resource mobilization skills;
  • Able to implement new systems with attitude change among implementing partners.

Management and Leadership:

  • Builds strong relationships with clients, focuses on impact and results for the client 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 and Work Experience:

  • Completion of Master degree in business administration, procurement, finance, accounting;
  • 5 years of relevant experience;
  • Hands-on experience with UN or similar development programme or reputed private organization;
  • Excellent financial accounting including auditing and reporting as well as exposure in administration of project;
  • Excellent skills in computers (Windows, Word, Excel, and Power Point); should be able to operate financial packages independently;
  • Independent auditing skills;
  • Knowledge and experience of working with ATLAS would be an asset;
  • Knowledge of UNDP’s rules and regulations related to administration and finance as well as other business processes would be an advantage.


Language Requirements:

  • Excellent oral and written proficiency in English and Nepali languages.
 
Disclaimer
 

Important applicant information

All posts in the SC categories are subject to local recruitment.

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.

Workforce diversity

UNDP is committed to achieve work force diversity (in terms of nationality, minority groups, caste/ ethnic groups, persons with disability etc.) and has a policy to have gender balance among staff at all levels.  Qualified female candidates and candidates particularly from disadvantaged and socially excluded groups are strongly encouraged to apply.

All applications will be treated with highest confidence.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.