Administrative and Finance Assistant

Eligibility criteria

Minimum age: 22 years old. Applicants must be nationals of or legal residents in the country of assignment.

Description of task

Within the delegated authority and under the supervision of Project Coordinator or his/her designated mandated representative(s), the UNV Administrative and Finance Assistant will:

• Ensure the general administration and financial services of the project, such as payment processing, requisitions and procurement plan update and follow up, budget monitoring including drafting budget revisions, project attachment into UNDP platforms (Atlas and GEF projects’ PIMS+);
• Ensure the follow-up of payments made in due time by the local UNDP office;
• Prepare routine correspondence and memoranda to be signed by the person responsible for the project;
• Help in the logistical organization for meetings, training and workshops;
• Prepare agendas and organize field visits, meetings and internal and external meetings related to project activities and write meeting minutes, including project steering committee meetings;
• Collect, record and maintain all information about project activities;
• Support the preparation of draft work plans and financial and operational planning processes of the project;
• Monitor the activities, budgets and financial expenses in the project,
• Contribute to the elaboration of progress reports;
• Contribute to the drafting communication documents on project results (for internal newsletter, or UNDP website…);
• Ensure the reception and coordination of appointments and meetings schedule;
• Make photocopies, bindings and presentations;
• Organize and keep updated the physical file of the project;
• Responsible for assets and equipment inventory list elaboration and periodical update;
• Any other related tasks as required or assigned by the supervisor.

Qualifications/Requirements Required degree level: Bachelor degree or equivalent Education - Additional Comments:

University Degree/Bachelor´s degree in Finance, Business or Public Administration. Specialized certification in Accounting and Finance is an asset.

Required experience: 36 Months Experience remark:

• Three (3) years of relevant admin and finance working experience with the private sector, international aid projects or international development or similar organizations;
• Basic knowledge about contracting, small-scale cash handling, logistics supports and packaging systems is a basic requirement;
• Knowledge of procedures for the implementation of UNDP projects, including procurement, disbursements, reporting and monitoring is preferable and
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) ;
• Knowledge of spreadsheet and database packages, experience in handling of web-based management systems, like Atlas system is an asset.

Language skills:

• Portuguese(Mandatory), Level - Fluent
• English(Mandatory), Level - Working Knowledge
• French(Mandatory), Level - Working Knowledge

Area of expertise: Finance, accounting and audit, Other finance, economics and administration related experience Area of expertise details:

• Basic knowledge about contracting, small-scale cash handling, logistics supports and packaging systems is a basic requirement;
• Knowledge of procedures for the implementation of UNDP projects, including procurement, disbursements, reporting and monitoring is preferable and
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) ;
• Knowledge of spreadsheet and database packages, experience in handling of web-based management systems, like Atlas system is an asset.

LANGUAGES REQUIREMENTS: Fluency in Portuguese AND Working Knowledge of French OR English

Driving license: No Competencies values:

Adaptability and Flexibility, Commitment to Continuous Learning, Communication, Integrity, Planning and Organizing, Professionalism, Respect for Diversity, Working in Teams

Application procedure:

* Not yet registered in the UNV Talent Pool?

First register your profile at https://vmam.unv.org/candidate/signup.

Important: After creating your account, complete all sections of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink. Lastly, select the special call to which you would like to apply.

* Already registered in the UNV Talent Pool?

First update your profile at https://vmam.unv.org/candidate/profile.

Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to apply.

! FOR National UN Volunteer assignments ONLY

This is a national UN Volunteer assignment, therefore only nationals of Guinea Bissau and legal residents in Guinea Bissau with a residency permit, the status of refugee or with the status of being stateless are eligible to apply. Don’t forget to tick the yes box for: “I am interested in serving as a volunteer in my own country.”

Application deadline : 21-10-2020

Female candidates are strongly encouraged.