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
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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
Duties and Responsibilities
- 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.
- 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.
- 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.
- 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
- Knowledge of accounting concepts, principles, regulations, and policies and ability to apply to strategic and/or practical situations
- Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner
Required Skills and Experience
- 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.
- 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.
- Fluency in English and Arabic, both written and oral.
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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