Finance and Administrative Associate

The National Economic and Development Authority (NEDA) has partnered with UNDP Philippines on a project that aims to strengthen the government’s monitoring and evaluation (M&E) capacity. Through the Strategic Monitoring and Evaluation Project, NEDA and UNDP are commissioning evaluations on big-ticket government programs, leveraging cutting-edge innovations, and boosting capacity for M&E. 

Financed by NEDA and implemented with full UNDP Country Office support, the NEDA-UNDP Strategic M&E Project aims to boost the conduct of evaluations and amp up NEDA’s and key government agencies’ M&E capacity. The Strategic M&E Project envisages that the government can rigorously conduct evaluations, generate evidence, and use these systematically to boost the impact of development interventions. 

The Project has the following components: (1) commissioning and managing the conduct of thematic evaluations aligned with the PDP; (2) assessing the evaluation capacity of and providing learning opportunities to NEDA, other government agencies, and partner educational institutions to promote and strengthen national and regional evaluation capacities; (3) supporting the implementation of the National Evaluation Policy Framework (NEPF) through the development of implementation guidelines, organizing and conduct of annual M&E Network Forum, and other advisory services; (4) project management; and (5) strengthening monitoring of the PDP. The project works not only with NEDA, which leads the M&E function in the government, but also with key government implementing agencies and a broader community of practice on M&E. 

The Finance & Administrative Associate will provide effective finance and administrative support to the implementation of the Project and is expected to analyze and interpret the financial rules and regulations of both the Government and UNDP, as well as other corporate policies and processes on project and procurement management to accelerate the delivery of outputs. 

The Finance & Administrative Associate is expected to provide support in identifying solutions to issues related to finance, logistics, and day-to-day office administrative activities, while promoting a collaborative, client-focused, quality, and results-oriented service. 

The Finance & Administrative Associate works in close collaboration with Institutions and Partnerships Programme, Operations, Finance, and Results and Quality teams to resolve issues related to project delivery. The Finance & Administrative Associate is also expected to work and coordinate closely with NEDA, partner agencies, and other stakeholders of the Project. 

The Key Summary of Functions: 

1. Support to Project Management and Fund Financial Management focusing on achievement of following results:

1. Contribute in the development of the project’s annual work plan and procurement plan;
2. Maintain financial integrity and ensure effective use of project resources;
3. Maintain the internal expenditures control system, including budget checks and corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
4. Perform designated role in management of Quantum system subject to access granted by the UNDP Philippines office;
5. Prepare non-PO vouchers for the project and process documents for cash advance, liquidation, and reimbursements in a timely manner, for submission to and approval of the Project Officer, Programme Team Leader, and the UNDP Finance Officer;
6. Work closely with Programme and Finance staff to ensure efficient and transparent use of project resources in line with approved budgets and within UNDP rules and regulations;
7. Prepare quality and timely financial reports, as per UNDP financial rules and regulations and Government requirements; and,
8. Coordinate with Programme Team in timely updating of Programme matrices for project monitoring.

2. Support resource mobilization, human resources management, and efficient and effective administrative and logistical services focusing on achievement of the following results:

1. Ensure proper coordination and availability of all project documents for any internal and external audit requirements;
2. Provide support in recruitment and management of individual consultants, firms, and other such resources needed by the Project; 
3. Maintain a record of project documents (both hard and soft copies); and, 
4. Ensure provision of logistical services, such as arrangement of meetings, workshops, and other Project related events, as well as day-today transportation and mission travel requirements.

3. Support to Procurement focusing on achievement of following results: 

1. Create requisitions through Quantum for development projects; and, 
2. Coordinate with the UNDP Procurement team in procuring supplies, including requisition, request for quotation, costing for services, machinery, necessities and any required materials for the project

4. Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

1. Synthesis of lessons learnt and best practices in finance and administration;
2. Sound contributions to knowledge networks and communities of practice;
3. Provide accurate, prompt, and appropriate information and reports to the supervisor on administrative and project matters.    

Institutional Arrangement

The Finance & Administrative Associate is under the direct supervision of the Project Officer of the Strategic M&E Project. The Finance & Administrative Associate is expected to work with the NEDA Monitoring and Evaluation Staff, Central Evaluation Unit, other relevant NEDA Staff, and other government agencies. The Finance & Administrative Associate is also expected to collaborate with relevant UNDP Philippines Country Office staff and teams. 

1.Achieve Results

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

2.  Think Innovatively:

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

3. Learn Continuously:

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

4. Adapt with Agility

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

5. Act with Determination:

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

6. Engage and Partner:

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

7. Enable Diversity and Inclusion:

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

CROSS FUNCTIONAL AND TECHNICAL 

Business Management: Communication

Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.

Ability to manage communications internally and externally, through media, social media and other appropriate channels

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

Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively; Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management and results. 

Data: Data Analysis

Ability to extract, analyze and visualize data to form meaningful insights and aid effective decision making

Finance: Budget management

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

Procurement: Procurement management

The ability to acquire goods, services or works from an outside external source

Administration & Operations: Events management (including retreats, trainings and meetings)

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP's overall brand and mandate

Administration & Operations: Documents and records management

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

Education Requirements: 

Completion of secondary education is required.

University degree (bachelor’s degree) in Finance, Accounting, Business Administration and Management, Economics, Planning, Social Sciences, Statistics, or related fields, preferably with a specialization in finance, accounting, resource management, project management will be given due consideration.

Minimum years of relevant Work experience

Minimum of six (6) years (with secondary education) or at least three (3) years (with Bachelor´s degree) of relevant experience in administration, finance and accounting in a project management setting.

Required skills

Demonstrated experience in project financial management, including preparation of budgets, annual work plans, and financial reporting is required. 

Knowledge, experience and skills

1. Previous working experience on Finance or Administrative responsibilities with UNDP, other UN agency, or other international development organization is advantageous.
2. Previous working experience or academic background demonstrating strong financial and administrative skills/experience or specialization in finance, accounting, resource management, or project management.
3. Experience working in or with government agencies and familiarity with government processes and dynamics is an asset. 
4. Proficiency in other applications of programming, statistical analysis, design, and/or project management is desirable.
5. Proficiency in key software packages such as Microsoft Office applications.
6. Experience in handling web-based management systems.

Required Language(s)

Fluency in spoken and written English and Filipino is required.

Professional Certificates None required

Travel: There may be minimal local travel, mainly as part of stakeholder and partnership management.

The following documents shall be require

• 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.
• Transcript of Records and Diploma
• Copies of relevant training certificates (if applicable)