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Admin. and Finance Assistant

Dushanbe (Tajikistan)

  • Organization: UNDP - United Nations Development Programme
  • Location: Dushanbe (Tajikistan)
  • Grade: SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement - Consultancy
  • Occupational Groups:
    • Environment
    • Operations and Administrations
    • Banking and Finance
    • Administrative support
    • Malaria, Tuberculosis and other infectious diseases
  • Closing Date: 2020-10-07

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Background

The UNDP Country Office in Tajikistan, in partnership with the Committee for Environmental Protection under the Government of the Republic of Tajikistan is launching a 3 (three) years project on “Enabling an Effective National Adaptation Plan (NAP) Process for Tajikistan” funded by Green Climate Fund (GCF).

The main goal of the project is to establish the institutional arrangements and human/institutional capacities to develop and execute National Adaptation Plans (NAP) to implement Tajikistan’s National Climate Change Adaptation Strategy (NCCAS). As part of the NAP process, the project will also capacitate responsible agencies for the four priority sectors which have been identified by the GoRT as being particularly vulnerable (energy, water resources, transportation, and agriculture) and advance mainstreaming of climate change adaptation considerations in these agencies. The agencies will also develop sectoral adaptation plans, which will be com-piled as part of the national NAP.

The result of the project will be the establishment of the institutional arrangements and capacities which will empower the CEP to lead the process of translating the country’s adaptation priorities as articulated in the NCCAS and other documents into implementation plans (NAPs).

The project will be implemented following UNDP’s Direct Implementation Modality (DIM), according to the Readiness and Preparatory Support Grant Framework agreement between UNDP and GCF. The Project Board will include representation by the Committee for Environmental Protection under the Government of the Republic of Tajikistan (NDA) as the Senior Beneficiary along with UNDP as the Executive and Senior Supplier.

The Administrative and Finance Assistant will report directly to the Project Manager (PM) and will work under an overall guidance of the UNDP Team Leader/Climate Change, DRR, Energy and Environment. The incumbent will work in close collaboration with UNDP Programme, Operations, Communications and other project teams in the UNDP Country Office (CO) including the Committee for Environmental Protection along for effective achievement of results, anticipating and resolving complex project related issues.

The incumbent is expected to exercise full compliance with UNDP programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems

Duties and Responsibilities

The Administrative and Finance Assistant will be responsible for providing the required operational support to ensure effective and timely implementation of project activities.

Administration

  • Actively participate in the preparation of annual work plans, and project operational planning;
  • Perform a variety of administrative tasks related to project implementation, including screening and collecting all programme/ project documentation, archiving of project documents;
  • Collect, compile and provide information when required as well as provide assistance and support to programme and project staff in preparation of different presentations, reports, etc.;
  • Support with organization of the meetings of the Project Steering Committee, including but not limited to minutes taking;
  • ;
  • Liaise with the Country Office Operations team, counterparts and other parties in the preparation of contracts, budget and payments, as tasked by the project manager;
  • Consecutive interpretation and written translation in support of the project implementation, as required.
  • Maintain an appropriate filing system documenting the implementation of activities.

Finance and Budget Management:

  • Ensure full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and procedures;
  • Support in budget preparation, budget set-up and clearance, as well as budget revisions;
  • Develop forecasts of budget utilization, extra budgetary and the expenses related to activities as required;
  • Monitor financial expenditure of the project and ensure that financial delivery of the project is in accordance with the project document and annual work plans;
  • Verify all supporting documentation for payment requests, disbursement vouchers,
  • Ensure timely corrective actions on Purchase Orders and vouchers with budget check errors, match exceptions, unapproved PO and vouchers
  •  
  • Implementing Partners’ financial reports and other financial documents, when required; ensure timely follow up actions on pre-payment vouchers;
  • Prepare Purchase Orders, Receipts and PO based vouchers;
  • Manage project budget in accordance with the UNDP financial rules and regulations and donor requirements;
  • Ensure timely preparation of financial reports to donors in accordance with the reporting schedule and in line with specific requirements of the donor;
  • Support with preparation of regular progress reports in line with reporting schedule, as well as any other reports requested by UNDP, donor,
  • Prepare mid- year and annual budget expenditure reports as per UNDP and donor requirements;
  • Maintain internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas;
  • Provide the accurate information to the Finance and HR Units for the monthly payroll;
  • Suggest changes or improvements to increase accuracy and efficiency;
  • Ensure preparation for, and support to the annual project audits;
  • Ensure regular follow up to audit recommendations.

Travel

·         Make the required travel arrangements, accommodation, venue, and other logistics for workshops, trainings, seminars, etc.;

  • Preparation and timely submission of Travel Authorizations (TAs) and travel claims. Ensure all travel related files contain up to date information.

Assets Management:

  • Ensure inventory and asset management according to IPSAS requirements;
  • Ensure availability of space in warehouse/distribution plans; maintains appropriate filing of logistics and shipping documents.
  • Participate in regular physical inventory verification and submits subsequent inventory reports, produce the required release and receiving documents.

Human Resources Administration:

  • Ensure timely submission of the documents for the project personnel contracts’ issuance and extensions;
  • Maintain the project personnel Attendance Sheets;
  • Provide the required assistance with project’s SC recruitment; Assist with the induction process of the newly hired SC holders at the project level.

Competencies

Innovation

Ability to make new and useful ideas work

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Leadership

Ability to persuade others to follow

Level 2: Execute & Learn (Perform defined tasks)

People Management

Ability to improve performance and satisfaction

Level 2: Execute & Learn (Perform defined tasks)

Communication

Ability to listen, adapt, persuade and transform

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Delivery

Ability to get things done

 

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Technical/Functional

Promoting Organizational Change and Development

Presentation of information on best practices in organizational change

  • Demonstrates ability to identify problems and proposes solutions

Level 2: Execute & Learn (Perform defined tasks)

Job Knowledge/Technical Expertise

Fundamental knowledge of processes, methods and procedures

  • Understands the main processes and methods of work related to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in position related tasks
  • Demonstrates good knowledge of information technology and applies it in daily work

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Client Orientation

Maintains effective client relationships

  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Responds to client needs promptly

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Required Skills and Experience

Education:

University degree in Accounting and Finance, Economics, Development and/or Business Administration or other related subjects;

Experience:

  • At least 3 years of relevant working experience
  • Experience in working for the complex local development programmes is required.
  • International Financial Certification (ACCA, CIPFA, etc.) will be an advantage;
  • Knowledge of IPSAS is an asset. 
  • Previous experience of working for international organizations, in the area of administration and finance is an asset.

Language Requirements:

  • Fluency in English and Russian is a must. Knowledge of Tajik would be a strong advantage;

IT skills:

  • 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 is a strong advantage.

Other:

  • Strong sense of integrity is essential; High sense of responsibility, willingness to take initiative, and team spirit are important assets

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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We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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