Adm/Finance Assistant

The Dialogue Coordination Mechanism - Phase III (the Mechanism) facilitates interaction between the stakeholders and communities on both sides of the conflict divide. The overall objective of the Mechanism is to preserve and further improve the enabling environment for ongoing dialogue and engagement between Tbilisi and Sukhumi. This includes provision of “one-stop shop” clearance for joint activities across the conflict divide, support in transportation of medical and other essential goods as well as facilitation of dialogue and liaison between the sides.  

• Assist Project Manager in day-to-day management of administrative and financial operations in compliance with all relevant UNDP rules and regulations;
• Assist Project Manager in running the office – arrangement of contract with lesser, development of specifications for office furniture, equipment, vehicles, etc.;
• Keep track of all project related transactions, including filing of contracts with staff, receipts, checks, inventory of purchased equipment, materials under the project in order to ensure information needed for auditing purposes be easily available; maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures;
• Assist Project Manager in preparation and monitoring of operations budget;
• Assist Project Manager in preparation of requests for financial authorization and replenishments in accordance with the approved budget;
• Processing of payment requests and payments within the limits of the financial authorizations provided and ensure it is accompanied with original and legal documentation that support this request for payment;
• Assist Project Manager in preparation of accurate financial reports, including monthly and quarterly disbursement and financial reports;
• Maintain daily records of all staff activities (attendance records, timesheets, leave requests, records of casual leave, sick leave, annual leave, etc.);
• Participate in conducting procurement tenders and prepare procurement contracts for goods and services;
• Maintain project assets, maintain office equipment and keep inventory list;
• Perform general clerical duties to include but not limited to: photocopying, faxing, mailing and filing;
• Setup and coordinate meetings, field visits, missions, etc.;
• Answer telephone calls and transfer to appropriate staff members;
• Sign for and distribute packages;
• Prepare and update capital assets register;
• Secure the maintenance of the project vehicle and keep track of log book; Control of proper recording by the drivers of trips and fuel consumption;
• Provide general supervision of cleaner’s services;
• Provide the above services to other project(s) if/when required at the decision of management;
• Undertake other related duties as needed.

• Leadership - Ability to persuade others to follow:
  • Recommends options for addressing work challenges;
  • Engages with other to address job opportunities and challenges.
• Communication and Relationship Management - Ability to listen, adapt, persuade and transform:
  • Understands, explains and shares information on assigned tasks with accuracy and clarity;
  • Demonstrates regular and consistent communication frequency with supervisor and colleagues;
  • Proactively shares information within and across teams.
• Innovation - Ability to make new and useful ideas work:
  • Analyzes complex technical materials (including data) and makes concise, relevant recommendations;
  • Contributes reliable production of knowledge services and transactions;
  • Embraces new methods.
• People Management - Ability to improve performance and satisfaction:
  • Recognizes potential road blocks to completing tasks and seeks guidance from supervisors to address issues;
  • Based on formal and informal feedback received, takes action to address areas for growth and improvement.
• Delivery - Ability to get things done while exercising good judgement:
  • Meets goals and timelines for delivery of products or services;
  • Embraces expanded responsibilities and challenges self to excel;
  • Accepts responsibility for the outcomes of own work;
  • Seeks to deepen awareness of organizational policies and procedures and how to interpret directives and requests, in consultation with supervisors and colleagues.

• Ability to extract, interpret and analyze large amounts of data;
• Ability to multitask and prioritize;
• Highly accurate and detail oriented;
• Proficiency in IT skills demonstrated; 
• Resourceful in finding solutions.
• Excellent interpersonal and strong communication skills;
• Ability to work in an international and multicultural environment demonstrated;
• Strong organizational and time management skills, ability to meet deadlines while producing accurate outputs;
• Ability to work as a member of a team;
• Ability to build strong relationships with clients;
• Ability to approach work with energy, commitment and a positive, constructive attitude.

• University Degree in Business Administration, Public Administration or a related discipline.

• At least 3 years of relevant experience in administration or programme support service including experience in Procurement, Human Recourses and Finances, as well as provision of inputs for regular reporting, both financial and narrative;
• Working experience with international organization will be an asset;
• Experience in the usage of computers and office software packages for preparing elaborate financial reports (MS Word, Excel, etc.);
• Experience in handling of web-based management systems will be an asset.

• English language on working level;
• Fluency in Russian language. 

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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