LIIC Administrative and Finance Associate
UNDP has been active in Tajikistan since 1994 and has supported the Government and people of Tajikistan through delivery of programmes focused on poverty reduction, economic development, governance, human rights and rule of law, environmental protection, climate change and DRR. UNDP provides upstream policy support and community-based development to marginalized rural populations with the aim of addressing Inequalities of opportunities and promoting more effective, equitable and sustainable development. UNDP delivers on its programme through its presence in Dushanbe and at sub-national level in four (4) locations, namely Bokhtar. Gharm, Kulyab and Khujand. This sub-national presence has enabled a long-standing partnerships with the local governments (oblast, district and Jamoat levels) and enhanced UNDP’s strategic positioning, coordination and sustainability of results.
UNDP’s Local Implementation and Innovation Centers (LIIC) are geared towards the delivery of three key functions, which are in line with UNDP’s strategic vision at global ad country level, and to the #NextGenUNDP corporate approach:
Project Implementation Function
The LIICs are responsible for provision of implementation, monitoring and reporting services at the project level. In addition, programmatic coherence and coordination will be an important element of this function. This implies implementation oversight from a programmatic and operational perspective. Functions performed as part of project implementation are limited to:
- Provision of technical implementation support
- Project transactions (HR, Procurement, Finance)
- Project activities implementation oversight and reporting
- Project-related liaison with project partners
- Monitoring and Evaluation
In support of CO efforts to enhance its monitoring and evaluation function, the LIICs will be involved in regular collection and analysis of appropriate and credible data as well as will be responsible for capturing the collected data and evidence in relevant monitoring reports.
This function covers two levels of M&E: the first level focuses on results data and basic analysis required for monitoring and reporting on country programme results/impact; the second level relates to activities/outputs monitoring including monitoring of infrastructure interventions.
Partnership, Advocacy and Innovation
UNDP Tajikistan will utilize its LIICs to serve as a platform for partnership engagement and policy advocacy at local level and as a mechanism for innovative and participatory design and acceleration of its programming. While UNDP Tajikistan does not have an AccLab, it will adopt a similar approach/methodology for innovation in the delivery of this function.
The LIICs will be responsible of liaison with counterparts in the field. This includes maintaining partnerships and communication channels with local authorities and non-state actors. The LIICs will act as an interface of the projects in the targeted areas and will ensure smooth and effective engagement with the project beneficiaries.
The LIICs will provide support to expand the CO’s advocacy, outreach and visibility on key priority issues for UNDP Tajikistan and UNDP corporately. The LIIC staff will work closely with programme and projects colleagues, including Communications unit, to gather information and data in support of key advocacy topics/subjects and will engage closely in dissemination activities.
Innovation will be one of the critical functions of the LIICs. This will allow UNDP Tajikistan to deliver on its new vision and on the #NextGenUNDP targets. This function will be built on AccLab methodology/approach which includes exploration, solution mapping and experimentation of local solutions. The LIICs will help UNDP Tajikistan generate new and innovative ideas using this methodology and will be used as regional “sense-making” antennas to frame a development space of new programming. This will enable the CO to form a community of expertise and practice and will allow the identification of locally-sourced solutions and stimulate shared learning and insight.
With the aim of strengthening its sub-national presence, UNDP Tajikistan seeks to mobilize the skills of a Administrative and Finance Associates (AFA) who will be responsible of supporting UNDP in delivering on this three-pronged approach to UNDP’s engagement through its Local Implementation and Innovation Centers (LIIC).
Duties and Responsibilities
The Administrative/Finance Associate (AFA) of the Local Implementation and Innovation Center (LIIC) has the overall responsibility for providing the required administrative support to the following functions: HR, finance, logistics, and procurement, and this to ensure effective and timely implementation of the development interventions envisaged under the projects implemented at the LIIC level. The AFA will operate under direct supervision of the LIIC Manager and will work in close collaboration with relevant Country Office (CO) Units. The AFA of UNDP’s Local Implementation and Innovation Centers (LIIC) will be responsible for carrying out the following duties and responsibilities:
Ensuring provision of financial and programme financial support to projects implemented at the level of UNDP’s Local Implementation and Innovation Centers (LIIC):
- Prepare all payment requests, verify the supporting documents, raise disbursement vouchers, pre-payment and advance vouchers and Purchase Orders;
- Take timely corrective actions on erroneous vouchers and Purchase Orders (budget check errors, match exceptions, unapproved transactions);
- Prepare vendor forms and create vendor profiles in the ATLAS software; follow up on approval and modification of vendor profiles;
- Maintain financial records in accordance with established UNDP financial rules and regulations and ensure proper electronic and paper filing system is put in place;
- Contribute to development of solicitation documents and support project related procurement processes;
- Ensure the timely payment to subcontractors and service providers in accordance with the established financial rules and regulations;
- Contribute to and support relevant project Administrative/Finance Associate in preparation of all project financial reports;
- Support relevant project Administrative/Finance Associate in proper closing of accounts at the end of each financial year and introduce corrective actions, when required;
- Maintain the Pre-payment and Advance Accounts in accordance with the established rules and regulations and ensure their timely closure;
- Prepare cash flow forecasts in close collaboration with relevant project Administrative/Finance Associate;
- Provide inputs to the CO relevant units in preparation of the annual budget forecast for the LIIC.
Ensure effective administrative and logistical services as required by relevant CO Units:
- Provide logistical and administrative support to the CO programme and projects in organizing events, including ordering materials and requisitioning meeting spaces;
- Provide logistical and administrative support to projects and the CO in organizing monitoring trips and missions as needed;
- Monitor duty travel for project staff and beneficiaries and support project AFAs as and when needed in the timely payment of travel expenses such as DSA, terminal expenses and other allowances in accordance with UNDP rules and regulations;
- Provide necessary support to GASU Unit in physical count of assets and inventory and contribute to preparation of assets and inventory certifications as needed;
Ensuring effective administration of the LIIC office:
- Supervision of asset system of the LIIC office including project assets according to the established UNDP financial rules and regulations;
- Ensure functionality of necessary office equipment, and requisitioning new equipment and supplies as needed;
- Keep maintenance of lease agreements and all other related agreements in close collaboration with the CO General Administration Services Unit (GASU);
- Ensure effective fleet management on project vehicles, including keeping log sheets and timely vehicle maintenance;
- Perform other relevant tasks related to administration of the LIIC office;
Ensuring provision of assistance in HR administration
- Develop the monthly payroll record for the LIIC personnel;
- Ensure timely submission of the documents for the project personnel contracts’ issuance and extensions;
- Maintain the project personnel Attendance Sheets;
- Provide required assistance with Project SC recruitments
- Assist with the induction process of the newly hired SC holders at LIIC level.
- Perform other project related procurement, HR, logistic and finance functions as necessary
- Ability to make new and useful ideas work.
- Ability to persuade others to follow.
- Ability to improve performance and satisfaction.
- Ability to listen, adapt, persuade and transform.
- Ability to get things done while exercising good judgement.
Sustainable Development Goals:
- Knowledge of the Sustainable Development Goals and the ability to apply to strategic and/or practical situations.
- Ability to capture, develop, share and effectively use information and knowledge.
Collaboration & Partnerships:
- Ability to develop, maintain, and strengthen partnerships with others inside (Programmes/projects) or outside the organization who can provide information, assistance, and support.
Management & Coordination:
- Ability to manage and coordinate projects.
Required Skills and Experience
- University degree in Economics, Management and Business Administration, Development Studies, Accounting or other related subjects (Bachelor)
- Minimum three years of previous experience working in finance, accounting and administration. 1 year of previous experience can be accepted if candidate has an advanced university degree.
- Experience in development work in the duty station geographic area is a strong asset;
- Full command of spreadsheet software and data bases;
- Affinity with the mandate and role of the United Nations
- Good command of English and Tajik languages. Russian is a plus.
Important applicant information
All posts in the SC categories are subject to local recruitment.
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