Administrative and Finance Associate

UNDP

Administrative and Finance Associate

UNDP

Job Details       This job is expired at 18 Oct 2022

Closing Date: 18-Oct-2022 Vacancy Number: 6241
Number of Jobs: 1 Work Type: Full Time
Functional Area: Admin Clerical Languages: Dari, Pashto, English
Experience: 6 years with High School Diploma or 3 years with Bachelor Salary: As per the Organization salary scale
Gender: Any Nationality: Afghan
Contract Type: Long-Term Contract Duration: Not specified
Province: Bamyan Probation Period: Unspecified
Education: High School or Bachelor Extension Possibility: Yes

About UNDP

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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks. UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. UNDP has been working in Afghanistan for more than 50 years on climate change and resilience, gender, governance, health, livelihoods, and rule of law. Under the broader framework of the Sustainable Development Goals (SDGs) and in close coordination with other UN agencies, UNDP is supporting Afghan people’s aspiration for peace, prosperity, and sustainability. UNDP is currently implementing its flagship crisis response programme, ABADEI (Area Based Approach to Development Emergency Initiatives), as part of the ongoing UN-led response to prevent a humanitarian catastrophe and the breakdown of Afghanistan’s economy following the August 2021 shift in power. To support UN joint programming in the provision of basic human needs, a Special Trust Fund for Afghanistan (hereinafter referred as the Fund or STFA) was established on 20 October 2021. The Fund will serve as an inter-agency mechanism to enable donors to channel their resources and coordinate their support to the ABADEI Strategy and the UN joint programmes developed under it. The Special Trust Fund for Afghanistan has a two-tier decision-making and coordination structure, through the High-level Advisory Board and Steering Committee. The Fund is administered by the UNDP Multi-Partner Trust Fund Office (MPTF Office), acting as the Administrative Agent. The Trust Fund Management Unit (TFMU) is the Fund Secretariat for STFA and is the entity responsible for the operational functioning of the Fund and provides technical and management support to the Steering Committee. The ABADEI Strategy represents one of the first large-scale attempts to operationalize a basic human needs approach within the complex and fast evolving context of Afghanistan. Conceptually, it provides an articulation of investments in essential services, livelihoods and community resilience that complement humanitarian efforts by helping households, communities, and the private sector cope with the adverse effects of the crisis. The ABADEI Strategy aims to promote more effective and joined-up responses by strengthening the collaboration, coherence, and complementarity of interventions with those covered through the Humanitarian Response Plan. It does this by providing support to the basic human needs of communities. It is anticipated that, as the conditions change, this support could evolve. The Fund is administered by the UNDP Multi-Partner Trust Fund Office (MPTF Office), acting as the Administrative Agent. The Trust Fund Management Unit (TFMU) is the Fund Secretariat for STFA and is the entity responsible for the operational functioning of the Fund and provides technical and management support to the Steering Committee. Under the direct supervision of the Project Management Specialist, housed in the TFMU, the Coordination Specialist (PUNOs) will (1) support effective coordination of the joint programmes in line with the United Nations Transitional Engagement Framework for Afghanistan and the respective Country Programmes of the UN agencies, funds and programmes by providing coordination and management support to programme formulation, monitoring and evaluation and joint programming initiatives in the context of the ABADEI strategy; (2) support creation and maintenance of strategic liaisons with Participating UN Organizations and relevant stakeholders for implementation of the ABADEI strategy; and (3) contribute to knowledge sharing and management to increase the awareness on ABADEI among Participating UN Organizations, stakeholders, donors, and the public.

This job is expired at 18 Oct 2022



Job description

Job Description:
The ABADEI Strategy is a tailored area-based integrated programming approach to support basic human needs, complementing short-term humanitarian life-saving assistance with the safeguarding of livelihoods and the strengthening of community resilience. It is centered around addressing worsening poverty and vulnerability, supporting community resilience and social cohesion, addressing climatic vulnerability and enabling the rehabilitation of small-scale infrastructure vital for basic human needs. It supports the creation of immediate sources of income through vocational skills training, cash-for-work, cash for market, small businesses and livelihood opportunities with particular focus on agri-business and regenerative agriculture infrastructure and services (critical for food security) that are under threat. It is sensitive to the chronic and newly emerging vulnerabilities of Afghan women and girls and aims at providing them assistance in a manner that does not exacerbate their susceptibility to violence and deprivation of opportunities and rights.

 

Scope of Work
The incumbent will undertake the following to ensure the success of the project:

Support in implementation of operational and financial management strategies
Ensure effective administrative support
Support to ensures knowledge building and knowledge sharing
 

Support in implementation of operational and financial management strategies, focusing on the following results:
Support AFA to ensure proper planning, internal control system and safeguard measures for efficient and effective use of financial and other resources of the ABADEI programme 
Ensure full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system.
Support AFA on preparation of budgets, periodic expenditure reporting, donor reporting and other financial reports.
Properly manage bank and cash operation of the PMU.
Maintain complete sets of books of accounts and financial records on a daily basis following standard accounting principles.   
Support AFA in analysis and monitoring of the financial situation, presentation of forecasts for AABADEI program, monitoring of financial exception reports for unusual activities, transactions.
Ensure financial transactions are authorized, recorded, filed with adequate supporting documentation.
Preparation and monitoring of budgets; regular analysis and reporting on the budget approvals and the delivery situation.
Provide coordination support in the audit and spot check process in accordance with UN/UNDP rules, regulations, policies and procedures including pre-audit preparations and ensure continuous follow ups on the implementation of audit findings.
 

Ensure effective administrative support, focusing on the following results
Support AFA in all administrative work for smooth implementation of ABADEI programme. 
Assist AFA in preparing annual and quarterly work plan and periodic reporting for specific region
Assist in coordinating the travel of ABADEI staff, consultants and partners which relates to the implementation of ABADEI work plan. 
Ensure availability, efficient deployment and regular maintenance of programme equipment, including vehicle (s), computers, and other equipment for operational purposes.
Prepare various contractual documents related to procurement of goods and services ensuring adequate protection of the interest of the programme and follow-up on the status of the contract
Maintain up-to-date personnel files, employment contracts systematically and periodically report to the Regional Area Manager on the necessary follow-up actions.
Ensure that vehicle logbooks are systematically maintained by the Driver, vehicles are in proper condition and office supplies are well stocked and properly accounted for. 
Provide support in administering recruitment and procurement of goods and services in accordance with UNDP rules and procedures.
Perform other administrative duties related to the ABADEI programme as assigned by the Regional Area Manager.
 

Ensures knowledge building and knowledge sharing, focusing on the following results
Ensure facilitation of knowledge building and knowledge sharing and provide guidance to all stakeholders on financial and administrative matters
Support the organization/conduct of training on financial management and administrative procedures.
Document lessons learned and best practices in Finance and administration
Perform other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office.

4.      Institutional Arrangement

Under the overall guidance and direction of the Programme Manager and the direct supervision of the Regional Area Manager, the Administrative and Finance Associate will be responsible for providing administrative, coordination and financial management support.

5. Competencies

Core

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

 

Cross-Functional & Technical competencies (insert up to 7 competencies)

Administration and Operations

Assets Management

Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run APAM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information

Administration & Operations

P-card program management

Knowledge of policy & procedures on P-Card management; ability to perform delinquency review and management, as well as P-Card compliance reviews and reporting; develop supporting tools to enhance P-card program and management

Administration & Operations

Documents and records management

Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Finance

Budget management

Ability to support budgetary aspects of work planning process, drawing and management of team budget

Finance

Financial reporting and analysis

Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance

Business Management

Customer Satisfaction/Client Management

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results andor solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add Yalue be\ond clients' immediate requests. Abilit\ to anticipate client's upcoming needs and concerns

Business Management

Monitoring

Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results

 

 
Job Requirements:
Min. Education requirements

High School Diploma or Bachelor’s degree in Finance/Accounting, Business, or Public Administration, or a professional accounting qualification from an internationally recognized institute of accountancy

Min. years of relevant work experience

Minimum of six (06) years with High School Diploma or three (03) years of relevant experience in financial management and oversight with Bachelor Degree, work in various aspects of administration including general admin, procurement and human resources

Required  skills

Knowledge and experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Working knowledge of spreadsheet and database packages,
Desired skills in addition to the competencies covered in the Competencies section

Ability to work independently, taking initiative, proactive, reliable and impartial
Experience in the handling of web-based management systems
Experience from previous UN assignments and/or multilateral and bi-lateral aid organizations would be an asset
Required Language(s)

Proficiency in English is required – both written and oral.
Fluency in local language of duty station Dari and/or Pashto is required
Professional Certificates

Internationally recognized accounting certification will be an advantage
Procurement Certification would be an asset.
 
Submission Guideline:
Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as  reports, presentations, publications, campaigns or other materials.
 
Submission Email:
https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/6241