Finance and Administrative Associate - Anti-Corruption

UNDP Global Mission Statement:

UNDP is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 166 countries, working with national counterparts on their own solutions to global and national development challenges.

UNDP Afghanistan Mission Statement:

UNDP supports stabilization, state-building, governance and development priorities in Afghanistan. UNDP support, in partnership with the Government, the United Nations system, the donor community and other development stakeholders, has contributed to institutional development efforts leading to positive impact on the lives of Afghan citizens. Over the years UNDP support has spanned such milestone efforts as the adoption of the Constitution; Presidential, Parliamentary and Provincial Council elections; institutional development through capacity-building to the legislative, the judicial and executive arms of the state, and key ministries, Government agencies and commissions at the national and subnational levels. UNDP has played a key role in the management of the Law and Order Trust Fund, which supports the Government in developing and maintaining the national police force and in efforts to stabilize the internal security environment. Major demobilization, disarmament and rehabilitation and area-based livelihoods and reconstruction programmes have taken place nationwide. UNDP Programmes in Afghanistan have benefited from the very active support of donors. UNDP Afghanistan is committed to the highest standards of transparency and accountability and works in close coordination with the United Nations Assistance Mission in Afghanistan and the UN system as a whole to maximize the impact of its development efforts on the ground.

Background:

UNDP Afghanistan’s Rule of Law and Human Security Unit (ROLHS) Programme Unit supports the Afghan Government in implementing its strategies for Rule of Law, developing its institutional capacity and providing services to the Afghan population. This includes supporting the implementation of the Afghanistan National Strategy for Combatting Corruption.

UNDP has developed a Project Initiation Plan (PIP) for Anti-Corruption, “Development Plan for a Nation-Wide Anti-Corruption Project”. The PIP started implementation in January 2018. The PIP is an instrument for UNDP to initiate programmatic engagement on anti-corruption, while developing a full-fledged multi-year Anti-Corruption Project. The programmatic engagement includes technical and logistical support to the Anti-Corruption Justice Centre (ACJC) and the establishment of a grants mechanism for civil society.

The PIP has the following three outputs:

1. Evidence-base established to inform UNDP’s anti-corruption programming in Afghanistan in the security and justice sectors;
2. Implementation strategies developed for prioritized anti-corruption measures with a focus on supporting the implementation of the Anti-Corruption Strategy in consultation with relevant stakeholders (institutions, media, civil society, communities, religious leaders, etc) and on supporting the Anti-Corruption Center;
3. Advocacy, public-outreach, awareness-raising campaigns developed and implemented in target areas, including through the initiation of a small grants facility for the implementation of community outreach initiatives, to increase ownership and support for anti-corruption measures.

Each output of the PIP will lay the necessary foundation to build the output of the subsequent Anti-Corruption Project. The activities of the PIP will establish the evidence-base, partnerships and related implementations strategies and modalities that are required for effective implementation of the broader Anti-Corruption Project and its successful implementation. It is anticipated that the upcoming broader Anti-Corruption Project will be focused around two main pillars namely support the Government in its implementation of the newly adopted National Strategy for Combatting Corruption; and contribute to building more demand from communities, civil society and media for increased transparency and accountability.

The PIP contributes directly to the targets of the broader Rule of Law and Human Security portfolio, and works in close coordination with other projects in this cluster and other development actors.

Key Results Expected:

I. Support the management of financial resources:

• Ensure the implementation of activities is in line with the Annual Work Plan and project budget;
• Manage the processing of payments, requisitions and vouchers, to ensure that all payments and receipts are in compliance with the UNDP Rules and Regulations;
• Prepares e-requisitions and receipts in ATLAS;
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Perform budget revision and reversals;  
• Maintenance of internal expenditures control system, which ensures that vouchers and all transactions are correctly processed and recorded in Atlas system;
• Process and monitor petty cash and cash advance management; 
• Ensure proper filling and record of all financial transactions;
• Assist all project staff on financial management related issues;
• Prepare quarterly and annual financial reports as required;
• Proactively liaise with the CO finance unit and the Office for Financial Management and Oversight.

II. Provide administrative support to the PIP project:

• Assume overall responsibility for the coordination of administrative matters;
• Manage office supplies and assets including maintenance of stock list, distribution of stationery, keeping a log of asset distribution as a custodian;
• Support logistical arrangements for new staff and consultants;
• Support fields missions, including the preparation of Travel authorizations, Mission Plans, accommodation and transportation;
• Arrange transportation, regular vehicle maintenance and insurance;
• Monitors leave of local and international project personnel, maintains updated and correct records and online systems;
• Implements security arrangements in the project premises under supervision of UNDP CO Security Team;

Coordinates ICT support to project with the UNDP CO. Coordinates support with 

• ICT helpdesk;
• Support recruitment of SC and ICs according to HR and procurement plans. Prepares requests for recruitment and contracting in UNDP format and according to CO SOP;
• If required, provide ad hoc translation support;
• Take minutes when needed of internal and/or external meetings and report accordingly;
• Maintain filing system ensuring safekeeping of all records, reports and correspondence.

III. Support procurement and grants management processes:

• In accordance with the Work Plan coordinate and contribute to the procurement of equipment, supplies and services;
• Prepare the procurement plans for the projects and monitoring of their implementation;
• Ensure that contractual processes follow the stipulated UNDP procedures;
• Clear and ensure delivery of equipment and supplies procured to the project and the national counterparts;
• Assist the Project Management Specialist in designing and administrating the small grant mechanism and work closely with the UNV M&E specialist in the monitoring of the use of the grants.
• Keep a record of Purchase Orders and liaise with CO Procurement and Contract Management Unit to ensure timely closure of POs;
• Coordinate and prepare documents necessary for the launch of procurement processes and issue contracts.

Core Competencies:

• Demonstrating/safeguarding ethics and integrity 
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

Functional Competencies:             

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives
• Maintains databases of donor information
• Tracks and reports on mobilized resources

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things
• Documents innovative strategies and new approaches
• Identifies and communicates opportunities to promote learning and knowledge sharing
• Develops awareness of the various internal/external learning and knowledge-sharing resources

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Identifies new and better approaches to work processes and incorporates same in own work
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

• Uses information/databases/other management systems
• Provides inputs to the development of simple system components
• Makes recommendations related to work procedures and implementation of management systems

Client Orientation

Level 1.1:  Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Responds to client needs promptly

Education:

• High School Diploma is required.
• University Degree in Finance, Accounting, Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable.
• Specialized certificate in administration and in finance is strongly desired.

Experience:

• With High School diploma a total of six year and with Bachelor degree four years of relevant working experience in Finance and Administration in national or international organisations is required. Experience in project cycle management in the public or private sector or international organizations is desirable.
• Experience in accounts payable and cash management is desirable.
• Demonstrated expertise, knowledge and understanding in project/programme implementation and specifically the finance and administrative components is desirable.
• Broad experience in providing back-office support is desirable.
• Demonstrated accounting skills is an asset.
• Experience in working at the sub-national and local levels, especially managing CSOs grants is an asset.
• Experience in finance and administrative management of small grants is an asset.
• Prior UNDP experience is desirable.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.
• Knowledge and experience in multilateral financed programme implementation modalities, reporting, administrative and financial procedures would be an asset.

Language:

• Fluency in English is required;
• Fluency in Dari or Pashtu is required.

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 achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest 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.