Administration and Finance Associate

Suva

Organization: UNDP - United Nations Development Programme
Location: Suva
Grade: Consultancy - SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement
Occupational Groups:
- Operations and Administrations
- Administrative support
- Banking and Finance
Closing Date: Closed

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

United Nations Conference on Trade and Development (UNCTAD) support developing countries to access the benefits of a globalized economy more fairly and effectively. UNCTAD helps them to use trade, investment, finance, and technology as vehicles for inclusive and sustainable development.

This position is part of the “Improving Pacific Islands Customs and Trade” (IMPACT) Project, managed and implemented by UNCTAD. The project is funded by the European Commission (EC) under the 11th European Development Fund (EDF) for the ‘Pacific Regional Integration Support’ Programme (PRISE). https://policy.trade.ec.europa.eu/eu-trade-relationships-country-and- region/countries-and-regions/pacific_en The IMPACT Project closely collaborates and partners with two other PRISE Programme projects managed by the PIFS and SPC. Together all three projects contribute to the broader PRISE Programme Objective.

This position is part of the IMPACT Project Management Team, based in the UNCTAD office in Suva, Fiji.

Summary of Key Functions:

Ensures effective project finance management and monitoring of project budgets for efficient, transparent, and timely financial management in line with UNCTAD/ASYCUDA operational procedures and donor requirement
Provides administrative and operational support to the project.
Prepare budget reports - quarterly and annual financial reports as per agreed work plan.

Duties and Responsibilities

Ensures effective project finance management and monitoring of project budgets for efficient, transparent, and timely financial management in line with UNCTAD/ASYCUDA operational procedures and donor requirement:

Review and ensure all request for payments, requisitions and required vouchers, all payments and receipts are in compliance with the UNCTAD/ASYCUDA Rules and Regulations, financial recording/reporting system, and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
Plans, guides and controls the use of programme financial resources.
Under the direction of the Project Manager, prepares and manages project budgets, and complete budget revisions in a timely manner.
Conducts monthly analysis and monitoring of budget expenditures by maintaining a shadow accounting- tracking mechanism so the financial status of the project is monitored;
Participates in project audits, control on the follow up, ensure implementation of all audit findings;
Responds to all requests and questions related to programme delivery;
Ensures the correct filing and storage of legal documents and binding agreements at project level.
Exercises proper control and maintenance of (e-)filing of the supporting documents for payments, review projects financial reports and safekeeping of confidential materials; ensures accuracy of all programme filings.
Maintains the internal expenditure control system, which ensures that vouchers processed are matched and completed, transactions are correctly recorded, and ensure same is done for all programme level filings.
Follows upon the acquittal of cash advances issued to project implementing partners;
Advise the project team on the specific EU financial guidelines.
Acts as the audit focal point and provides information for audits and review;
Ensures full compliance of financial activities, financial recording/reporting system and audit follow up with UNCTAD/ASYCUDA rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of the financial resources management system;

2. Provides administrative and operational support to the project:

Maintains all project documentation in electronic and/or hard copy format (including financial records such as supporting documents for vouchers and POs and general filing system on project issues), according to UNCTAD/ASYCUDA policies and guidelines;
Provides support to procurement processes including review and compilation of necessary documentations during procurement process;
Reviews and verifies invoices and common services expenses (rent, utilities, phone, miscellaneous);
Organizes project-related meetings for key partners;
Supports the process of hiring and administration of consultancy contracts and administration of human resources within the assigned projects;
Coordinates project staff and stakeholders’ travel, including development of logistical notes, maintenance of project calendar;
Support entry of travel requests under the Travel and Expense Module and TRIP clearance;
Follows up on advances and support travel related queries;
Coordinates with UNDP where required for vendor entry and creation of travel profile
Responsible for development, maintenance and updating of the asset register for all equipment purchased within the assigned projects;
Provides administrative and logistics support to project events and meetings;
Ensures timely processing of staff/workshop participants travel claims in line with financial procedures;
Ensures overall smooth operational and administrative functioning of the projects for delivery of results

3. Prepare Budget reports- quarterly and annual financial reports as per agreed work plan:

Prepare financial ad-hoc reports upon request of PM or by EU Management.
Maintenance of accounts receivables for the project and inform PM on need to follow up on contributions.
Produces quarterly combined delivery reports for the donors, as well as oversees the preparation of delivery reports and closing of project transactions at year end;
Contributes to year end reporting including preparation of annual reports;

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

Thematic Area	Name	Definition
Business Direction & Strategy	Effective Decision Making	Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
	Business Acumen	Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks
Operations: Administration, Finance, HR, Procurement, IT and Security (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, financial resources such as human, social and intellectual capital, and environmental and governance performance.
Operations: Administration, Finance, HR, Procurement, IT and Security (Finance)	Audit (General)	Understands how regulations and professional standards in internal and external audit underpin audit work in the public services. Understands the key stages of audit work, including planning, documentation, testing and reporting. Ability to examine and verify accounts and records. Understands wider mechanisms for assurance and scrutiny. Understands the law and best practice relating to antibribery and corruption controls and the fraud risks faced by public bodies.
Operations: Administration, Finance, HR, Procurement, IT and Security (Finance)	Budget management	Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Required Skills and Experience

Education:

Minimum requirement -Highschool certification, OR Degree in Accounting/ Finance, Business Studies, Public Administration and/or Management, or related fields can be considered

Experience:

Highschool with minimum of six (6) working years relevant experience in administration, operations, finance, or project management · OR
Degree in the relevant field with three (3) years of relevant experience in administration, operations, finance, or project management.
Previous experience with the UN or another multilateral/ international organization is an asset.
Applicants who have more than 3 years of progressively responsible finance, administrative, operations or project experience will have an added advantage.
Experience in the usage of computers and office software packages (MS Word, Excel, etc)
Proficiency in written and spoken English

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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This vacancy is now closed.