Admin and Finance Officer

Under the overall guidance and direct supervision of the National Project Coordinator, the Admin and Finance Officer (AFO) is responsible for effective delivery of project implementation support services ensuring effective operational management of project, transparent utilization of financial resources. The Admin and Finance Officer promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations.

The Admin and Finance Officer works in close collaboration with the respective Project Implementing Unit (PIU) and CO Programme and Operations teams ensuring successful project and CO performance and compliance in programme management and finance.

Summary of key functions:

• Management of the project admin and finance, implementing activities by mobilizing goods and services, in accordance with Government and UNDP rules and regulations;
• Support to programme operations (finance, asset management, administration, HR) in line with Government and UNDP corporate rule, regulation and policies;
• Support partnership activities at project level;
• Facilitation of knowledge building and knowledge sharing, guidance to all stakeholders on programme management and operational matters

Ensure effective administration of budgets and monitoring of expenditure focusing on the achievements of the following results:

• Analyze the government and UNDP rules and procedures on accounting and finance related issues and identify areas of compliance by the project;
• Prepare annual project workplans and related sub-plans (finance, procurement plan, quarterly plans, and others as necessary);
• Ensure timely and good-quality implementation of finance related workplan activities; assist in the preparation of annual quarterly finance plans, progress reports, terminal report but not limited to;
• Continuously monitor progress against the approved work-plan; Identify changes in the external environment and promptly agree necessary solutions/actions (ex. related to the planning and implementation of activities, need for new activities) with UNDP office and Project Board;
• Maintain financial records and monitoring systems to record and reconcile expenditures, balances, statements and other data;
• Maintain and report the financial transactions to the respective government and UNDP offices i.e. Glass Account Law; VAT and other reports required from Government Authorities;
• Monitoring expenditure to ensure that it is in line with approved budgets, AWPs and UNDP Programmed/Financial policies and provide delivery reports quarterly, bi-annually and annually.

Ensure effective CO programme finance, asset, procurement and HR management and focusing on the achievement of the following results:

• Implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
• Monitor financial exception reports of developing projects for unusual activities, transactions and investigates anomalies
• Keep records of project personnel time sheets, calculation of payroll, social security and tax to the respective Government Authorities and UNDP Office for UNDP contracted personnel;
• Maintain filing and archiving of project documents and submit the archived documents to the respective authorities on a timely basis;
• Provide assistance in project auditing;
• Maintain property ledger, project personnel asset records and conduct inventory and asset checks as per requirements:
• Monitoring of dashboards and exceptions, identification of remedial actions.
• Assist UNDP CO in implementing new standards and procedures in consistent to international standard (like IPSAS).
• Provide administrative and human resources support to the project;
• Systematically apply best practice in project/programme management and implementation of the project.

Support partnerships activities at project level

• Be familiar with the activities of other development projects in the sector/area, establish contact and keep up-to date with their work;
• Create and maintain partnerships with key (co-financing) organizations, and track record the co-financing  materializations;
• Establish good working relationship with Local governments, institutions, community groups, and private sector in project demonstration landscapes;
• Facilitate and support the organization of Partnership Forums at the project demonstration landscapes and keep records of the Forum.

Ensures facilitation of knowledge building and knowledge sharing, guidance to all stakeholders on financial matters focusing on the achievement of the following results:

• Regular exchange of information/experience with other projects, cross-learning and sharing results and good practices;
• Capture lessons learnt during project implementation – a lessons learnt log can be used in this regard;
• Participation in regular internal meetings,
• Participation in training events, communities of practice, codifying and sharing knowledge;
• Facilitation and organisation of training for project staff to enable them to perform at the required level

Corporate Competencies:

• Demonstrates integrity by modeling the UN’s values and ethical standards
• Promotes the vision, mission, and strategic goals of UNDP
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

• Knowledge Management and Learning
• 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

• Ability to lead strategic planning, results-based management and reporting
• Ability to lead formulation, implementation, monitoring and evaluation of development programmes and projects
• Ability to work with a multidisciplinary and multicultural team
• Ability to formulate and manage budgets, manage contributions and investments, manage transactions, conduct financial analysis, reporting and cost-recovery
• Ability to implement new systems and affect staff behavioral/attitudinal change
• Strong IT skills, knowledge of ATLAS system desirable
• Excellent knowledge of financial rules and regulations, accounting
• Excellent knowledge of Results Management Guide and Toolkit

Management and Leadership

• Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Demonstrates good oral and written communication skills
• Demonstrates openness to change and ability to manage complexities

Education

• Master’s degree or bachelor’s degree in accounting and Finance, Business or Public Administration, Economics or related field;
• Mongolian Certified Public Accountant Completion Certificate is required;
• ACCA or other public certified accounting is an asset but not required.

Work experience

• A minimum three (3) years (with Masters’ degree), or, minimum five (5) years (with Bachelors’ degree) of relevant experience at the national and/or international level accounting, finance, operations, administration or audit services.
• Thorough knowledge about generally accepted accounting principles;

Language

• Fluency in English and national language of the duty station.

Other

• Strong organizational skills and attention to details;
• Ability to plan and prioritize work duties as well as work competently under pressure and tight deadlines;
• Computer proficiency in MS Office (Word, Excel, Power Point)
• Corporate ERP working experience is an asset;

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.

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