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Administrative and Finance Assistant with WASH Project

Aden

  • Organization: UNDP - United Nations Development Programme
  • Location: Aden
  • Grade: Consultancy - SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Banking and Finance
    • Democratic Governance
    • Water, sanitation and hygiene (WASH)
    • Governance and Peacebuilding
    • Project and Programme Management
  • Closing Date: Closed

Background

Yemen is locked since 2015 in a violent protracted conflict between the government, supported by Saudi-led multinational collation, and those allied to the Houthi rebel movement. In areas under the control of the internationally-recognized Government, political instability and spread of terrorist groups have also occasioned secondary conflicts, disruption and destruction. 
 
Violence and instability has reached almost all Governorates and greatly impacted peoples’ livelihoods and access to basic services such as healthcare, education, supply of safe water, sanitation and waste management. The situation is further exacerbated by 21,000 IDPs from different Governorates and 5,391 IDPs from Hodeida putting added pressure on infrastructure and services. 
 
State institutions responsible for basic services are greatly handicapped by difficulty in salaries payments, lack of revenues and running budget, making it unable to respond beyond basic functions and not adapted to dealing with surge in needs occasioned by the crisis.  Worse, war-time destruction, looting, vandalism and losses, the continued absence of investments puts these service providers resilience to the test and place them on the brink of collapse with failing equipment, crumbling infrastructure. Up to 60% of Cleaning fund capacity in Aden has been depleted. 
 
Adding to that the city suffered great influx of IDPs from the rest of the country that is still undergoing armed conflict. These and workers returning from Saudi Arabia following change in guest workers legislation puts additional pressure on infrastructure and services.
 
The Fund is left with very few unreliable trucks to manage about 750 tons of waste daily. In Mukalla 112 tons are managed with only 27 staff and little equipment. Cleaning fund also deals with war debris and construction debris (which reached about 920,000 cubic meters of new waste in the recent period) obstructing streets and storm water accumulation. According to global statistics and standards, the Cleaning fund and its depleted assets is currently physically incapable to cope with its workload. (CF internal needs assessment, 2018). In the absence of predictable payroll and operational budgets, the Cleaning Fund is also unable to secure the salaries of its approximately 3,900 street cleaners in a stable and sustainable manner. Military operations and new military camps are also reducing the daily access to the city main landfill, further complicating CF operations.

Duties and Responsibilities

Under the direct supervision of the Project Manager, Finance and Admin Assistant provides timely and effective project financial management support.
 
1.Financial management, monitoring and reporting:
  • Analyze the potential problems concerning administrative-financial issues and takes respective measures to provide adequate project’s resources in time for implementation of the project activities;
  • Define and recommend to the Project Manager cost-effective measures for optimal use of resources of the project;
  • Prepare all financial and administrative documents related to the project implementation in accordance with the UNDP rules and procedures, maintain project’s expenditures and commitments shadow budget;
  • maintains financial records and monitoring systems to record and reconcile expenditures, balances, payments and other data for day-to-day transaction and reports;
  • Prepare detailed cost estimates and participate in budget analysis and projections as required to handle all financial operations of the project office, makes cash payments and reconciles all accounts in required time frame;
  • Prepare vouchers and process payments for all the financial transactions done at Project and also process payment under Direct Payment Request to UNDP for hard currency payments;
  • Performs cash custodian’s duties being primarily responsible for project’s cash disbursements and maintains project’s petty cash book and payrolls related to the office;
  • Prepare periodic Financial Reports and other Quarterly Reports;
  • Continually advise and guide project staff on DEX financial and administrative and reporting procedure, and assist Project staff, experts and consultants on all respects of allowances, salary advances, travel claims and other financial and administrative matters, and calculates and authorizes payments due for claims and services;
  • Maintain inventory of office supplies and put in place proper internal control system; keep records of Non Expendable equipment (NEE), conduct physical verification at least once a year and prepare report on annual physical verification of NEE to be submitted to UNDP;
  • Assist and facilitate the project audit as well as internal audit conducted by UNDP;
  • Ensures full compliance of administrative and financial processes and financial records with UNDP rules, regulations, policies and strategies;
  • As required, provide capacity development support to responsible parties and wider WASH project partners on financial reporting;
  • Take follow up measures on audit findings.
2. Management of project documentation:
 
  • Collect review financial reports and any supporting documents submitted by responsible parties of the UNDP component;
  • Manage document/ filing control procedures (both hard copy and electronic filing) for all reports, project narrative and financial documents, knowledge products;
  • Compile, copy and file all project reports;
  • Perform other duties related to personnel, administrative and financial issues of project as required. 
3. Other tasks that may be required 
  • Assist and facilitate the project audit as well as internal audit conducted by UNDP;
  • Ensures full compliance of administrative and financial processes and financial records with UNDP rules, regulations, policies and strategies;
  • As required, provide capacity development support to responsible parties and wider WASH project partners on financial reporting;
  • Take follow up measures on audit findings.
The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that:
  • human rights and gender equality is prioritized as an ethical principle within all actions;
  • activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
  • any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
  • differentiated needs of women and men are considered;
  • inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is create;
  • necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.

Competencies

Core Competencies:
 
Innovation
Ability to make new and useful ideas work
Level 3: Adapts deliverables to meet client needs
 
Leadership
Ability to persuade others to follow
Level 3: Proactively seeks and recognizes contributions of others
 
People Management
Ability to improve performance and satisfaction
Level 3: Appropriately involves team in different stages of work and decision-making
 
Communication
Ability to listen, adapt, persuade and transform
Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation 
 
Delivery
Ability to get things done while exercising good judgement
Level 3: Takes responsibility for addressing critical situations and delivering core value
 
Technical/Functional Competencies
 
Accounting
  • Knowledge of accounting concepts, principles, regulations, and policies and ability to apply to strategic and/or practical situations
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
  • Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 
Audit
Ability to examine and verify accounts and records
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 
Payroll
Knowledge of payroll processes and management and ability to apply to strategic and/or practical situations
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 
Event, meeting facilitation 
Ability to plan and organize events
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 

Required Skills and Experience

Education:
  • Secondary Education, with specialized certification in Accounting and Finance;
  • University Degree in Finance, Business or Public Administration desirable, but it is not a requirement;
  • Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.
Experience:
  • 6 years of progressively responsible finance and accounting experience is required (or 3 years of relevant experience with a Bachelor degree  is acceptable);
  • 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 and ERP financials, preferably PeopleSoft;
  • Knowledge of UNDP Finance Rules and Regulation is a strong asset;
  • Prior UNDP experience is an additional asset;
  • Knowledge of IPSAS and/or IFRS required.
Language Requirements:
  • Fluency in English and Arabic, both written and oral. 
 
Important Notice:
 
The incumbent of the position will be required to enroll in and pass level 1 of the UNDP Finance Training Certification Programme during the first year of the appointment, failure to pass level 1 of the certification will serve as grounds for non-extension of the contract.

Disclaimer

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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This vacancy is now closed.
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