Admin & Finance Officer (SDG)

Sustainable Development Goals (SDGs) is a new project, the project is expected to contribute towards achieving one of the current CPD's outputs i.e. to develop national development institutions capacities to strengthened improved assessment, planning and budgeting to respond to development priorities. Through this project assistance will be provided to the line ministry-Ministry of Economy. The overall objective of the project is to support the MoEc to strengthen its institutional capacity so that the Ministry can fulfill its mandates as the focal point of SDGs in coordinating, planning and monitoring of SDGs.

The National Admin & Finance Officer will provide services on finance, human resources management, procurement and logistics, etc. S/he will facilitate budgeting and expenditure tracking, prepares financial reports, assist recruitment and payment of UNDP recruited staff and Procurement Support as per UNDP DIM guidelines. The project will benefit from the technical expertise and experience of the following national specialists who will be the part of the project team namely (i) Project Manager & Monitoring and MIS officer and (ii) Advocacy, communication officer and (ix) ICT / Security Assistant. Since the core project team is very small, throughout the project period extensive use will be made of external, national and international consultants for short term periods on any specific tasks. Brief functions of the core project team are outlines as follows;

The National Admin & Finance Officer will work in the Ministry of Economy and will be responsible for ensuring that the project Administrative and Financial issues are managed in an effective and accountable manner, complying with UNDP and Ministry of Economy guidelines and reporting requirements. S/he would prepare project progress reports and be accountable to report it to the Project Board (MoEc/UNDP) and takes the direction as and when needed during the implementation process. He/she will lead the day-to-day Admin/Finance management of the project and facilitates budgeting and expenditure tracking, regularly review financial reports and records / monitor status of obligations. The Admin / Finance Officer will also assist Project Management in recruitment process as per UNDP DIM Procurement guidelines.

Under the overall supervision of the Project Manager in the Project, the Finance / Admin Officer is responsible for ensuring the direction of project Admin / Finance activities and contributes to the achievement of project targets and results.

Summary of key functions:

• Administration and Financial Management
• Project budget management;
• Effective HR/Procurement management;
• Logistic Management

1.Administration and Financial management, by focusing on the following results:

• Support and facilitate all financial resources by ensuring proper planning, guiding, monitoring and controlling of the resources in accordance with UNDP rules and regulations;
• Perform financial analysis and oversight for all resources of the project and provide high-quality professional advice to project management;
• Analyze and monitor financial situation and present forecasts to the project management for development and management of the project;
• Plan proper expenditure, tracking and audit of financial resources including core fund allocations in accordance with UNDP rules and regulations;
• Organize and oversee project cash management processes, including liquidity management, recommendation of importance level, risk assessment and security for cash assets;
• Ensure full compliance of financial activities, financial recording/reporting and audit follow up with UNDP rules, regulations, policies and strategies;
• Prepare and monitor project expenses in Atlas and, on a regular basis, report on the delivery situation of project to the project management;
• Ensure that advance and direct payments are properly reviewed and made on a timely basis, as well as ensure that payment information is properly recorded into the Atlas system on a timely basis;
• Implement internal expenditures' control system to ensure that vouchers are processed; transactions are correctly recorded and posted in Atlas; payrolls are duly prepared; monthly payment orders (MPOs), travel claims, and other entitlements are duly processed;
• Prepare monthly cash flow forecast in a timely manner;
• Ensure proper filing of all finance related documentation.
• Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent); preparation of travel authorizations, processing requests for visas, identity cards and other documents;
• Administrative support to conferences, workshops, retreats, seminars and trainings/supported by the SDG project;
• Custodian for management of office stationary supplies including maintenance of stock list of stationary, distribution of stationary as required by staff and keeping a log of distribution;
• Maintenance of the filing system ensuring safeguarding of confidential materials;
• Prepare request and obtain visas, passports of SDG Project staff;
• Process the extension of UNLP or submission to UNDP for renewal;

2.Project budget management; by focusing on the following results:

• In collaboration with the government office and the Programme Finance, develop and maintain off-line budget for the project to ensure accurate reflection of project expenditures and budget balance;
• Financial resources management through planning, guiding, controlling of the resources in accordance with UNDP rules and regulations;
• Liaise with UNDP country office (Governance, Finance, Human Resources and procurement Units) to ensure that all project activities are implemented, and project outputs are delivered in an efficient and timely manner as per the project Document and the Annual Work Plan (AWP);
• Preparation and monitoring of budgets of management projects;
• Establishment of the development project's budgets preparation, modification monitoring system, control of budgetary status versus authorized spending limits (ASL) and budgets delivery levels.

3.Effective HR/Procurement management; by focusing on the following results:

• Preparation and at least quarterly updating of HR and Procurement plans, or as necessary;
• Preparation and monitoring of budgets of management projects;
• Establishment of the development project's budgets preparation, modification monitoring system, control of budgetary status versus authorized spending limits (ASL) and budgets delivery levels.
• Project business process, mapping and elaboration / establishment of internal standard Operating Procedures (SOPs) in HR / Procurement.

4.Logistic Management, focusing on achievement of the following results:

• Organize travel including purchasing of tickets and conference facilities arrangements;
• Arrangement of vehicle transportation, regular vehicle maintenance and insurance;
• Guide and monitor daily transport arrangements (drivers, log books, vehicles records forms, etc.);
• Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report;

Knowledge Management

Ability to capture, develop, share and effectively use information and knowledge

Learning and Development

Knowledge of enterprise learning and development issues, concepts, and principles, and ability to apply them to enhance the fulfillment and performance of employees

Results-based Management

Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results

Financial Planning and Budgeting

Ability to create and manage processes to achieve UNDP's long and short-term financial goals

Education:

• Bachelor’s degree in Business Administration, Public Administration, Finance, Economics or related field is required.
• Master’s Degree in Business Administration, Public Administration, Finance, Economics or related field is desired.

Experience:

• With bachelor’s degree Minimum of 5 years and with master’s degree 3 years of relevant work experience in administration and financial management is required;
• Excellent computer skills including MS Excel and Word is required.
• Previous UNDP admin/financial work experience and good knowledge of its programme and operations policies and procedures as well as corporate tools, particularly ATLAS, would be an advantage.

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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