Admin / Fin Assistant
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
On 26 November 2019 a 6.4 magnitude quake struck just before 4 a.m., 34 km northwest of Tirana, Albania’s capital. Consequently, 51 people were killed, and government sources indicate about 2,000 injured. There are reports of severe damage to social infrastructure, and several buildings have collapsed in Thumane and Durres, the two towns highly affected by the earthquake and the numerous daily aftershocks since then, with several people trapped inside in the immediate aftermath. The affected areas concern mainly Durrës Prefecture and part of Lezha and Tirana prefectures. The ten municipalities affected include Durres, Vore, Shijak, Kruje, Lezha, Mirdites, Kurbin, Kavaja, Kamza, and Tirana. According to government sources, about 13,000 inhabitants have been displaced, of which about 60% are accommodated in tents and 30% in hotels. Hundreds of commercial and non-commercial buildings have experienced serious damage and much more suffered damage.
On 6th December, the Government of Albania requested support from the European Union, the United Nations, and the World Bank to undertake a full and comprehensive Post-Disaster Needs Assessment (PDNA) to identify the damage, losses, and recovery needs arising from the earthquake. The tripartite partners provided financial and technical support to conduct the assessment in addition to the resources the government made available. The PDNA undertaken by the European Union, the United Nations, the World Bank and the Government of Albania appealed for € 1.08 billion from the international community, at a donor’s conference, organized on the 17th of February 2020, in Brussels, to rebuild houses, schools, businesses and other vital infrastructure. That amount will also fund an upgrade in the country’s disaster preparedness.
A virtual Joint Executive Committee (JEC) meeting was held on 16 July 2020 to confirm that allocation of funds to UN agencies and the UN resident Coordinator Office (UN RCO) from the contributions of the Government of Denmark, Finland, Netherlands, Norway, Poland, Sweden and United Kingdom to the Albania SDG Acceleration Fund in support of the Government of Albania post-earthquake recovery efforts. The contribution will be used to implement initiative in accordance with areas identified in the PDNA, discussions with the pledging Member States and the UN Earthquake Recovery indicative support programmes prepared in February 2020.
As part of the recovery process, UNDP has proposed to support the Government of Albania through the Economic Recovery and Resilience Programme, which will focus on four main components:
- Enhanced recovery process and performance of the micro and small enterprises through the UNDP’s “In Motion Programme”;
- Strengthened value chains in selected economic sector of the Albanian economy, to mitigate the interruptions caused by the earthquake;
- Evidence-based technical support provided to the relevant institutions, by utilizing innovative tools for producing various economic analysis.
- Reskilling and upskilling programmes offered to jobseekers and recently laid-off workforce to respond to the needs of the affected private sector companies;
Duties and Responsibilities
The Finance and Administrative Assistant will work under the supervision of the Economic Recovery and Resilience Programme Coordinator and will assist in the overall management of financial and administrative services. S/he administers and executes processes and transactions ensuring high quality and accuracy of work and promotes a client, quality and results-oriented approach. S/he works in close collaboration with the Operations, Programme and project staff in the UNDP Country Office to exchange information and ensure consistent service delivery.
The main duties and responsibilities of the Finance and Administrative Assistant include the following:
- Full compliance with UNDP rules and regulations in regard to financial processes;
- Timely financial recording/reporting system and follow-up on audit recommendations;
- Implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
- Implement the control mechanisms for project through monitoring budgets preparation and modifications;
- Contribute to the preparation of periodic financial reports required by UNDP, government and donors;
- Liaise with the UNDP Country Office to request payments, verify financial reports, budget revisions, receipts of contributions;
- Preparation of financial information and budgets leading to the formulation of the AWPs;
- Ensure proper control of the supporting documents for payments, review of financial reports in accordance with UNDP rules;
- Preparation of all types of vouchers including PO vouchers and payment execution;
- Prepare and submit payment requests with proper support documentation to UNDP CO;
- Provide financial monitoring over project commitments and expenditures and assist the Programme Coordinator in assuring proper project delivery;
- Assist programme management on project budget status;
- Assist in preparing quarterly and annual work plans and budgets, progress and financial reports to be submitted to UNDP;
- Be a buyer and general user in ATLAS functions
- Control the accounts regarding allocations and expenditures and make adjustments to optimize the utilization of funds.
- Assist HR office in services related to project recruitment, including preparation of Requests for Contract;
- Assist in the preparation of draft job descriptions, vacancy announcements, compiling matrixes in consultation with the Programme Coordinator;
- Full compliance with UNDP rules and regulations in regard to HR processes;
- Supervise/coordinate the work of the cleaning work, and the driver.
- Monitor monthly attendance and leave applications
- Prepare and submit travel documents in accordance with UNDP requirements;
- Maintain and monitor monthly and annual Project staff attendance records for submission to CO
- Prepare the new vendor forms or update the existing ones.
Procurement & Office Management
- Ensure full compliance of procurement activities with UNDP rules, regulations, policies and strategies;
- Assist in preparing procurement plan;
- Follows up on the procurement delivery schedule;
- Ensure full accountability, transparency and principle of competition;
- Participate at review of procurement processes conducted by the project;
- Assist in preparing bidding papers in accordance with UNDP requirements and UNDP user guide;
- Work in close cooperation with the operations and programme in the Country Office in resolving complex procurement –related issues and to exchange information and ensure consistent service delivery;
- Assist with the organization of workshops, training events and meetings. This includes preparing background materials, working papers, preparing budgets, coordinating travel and lodging of participants, selecting, coordinating and monitoring service providers, recruitment and payment of resource persons, drafting related correspondence and reports;
- Deal with the procedures for lease agreements, contracts for services and institutional contracts.
- Deal with CAP submissions and ACP submissions;
- Ensures proper control of Action assets;
- Prepare the inventory reports;
- Follow up with the project inventory in the Atlas system;
- Back-stop the work of the Programme Coordinator/Outcome Coordinators;
- Organize a filing system, maintain records and files in accordance with UNDP Albania filing policy.
- Support administrative-financial closing of the projects;
- Perform secretarial services during Project Board meetings and day to day project activities;
- Additional requests originating from the Cluster.
- Demonstrated ability to work harmoniously in a multi-cultural environment
- Interest in understanding the roles and values of UNDP;
- Promotes a knowledge sharing and learning culture in the team;
- Ability to produce rapid, accurate, stylistically appropriate and finished translation on employment related issues;
- Ability to work on own initiative as well as a member of a team and to work under pressure. Demonstrate responsible behavior and attention to detail;
- Strong teamwork, excellent relationship management, communication and analytic skills.
Required Skills and Experience
- Bachelor degree in economics, finance, business administration or other related fields preferred.
- 5 years of relevant experience in administration or project/programme support service;
- Previous experience in project/programme support services and financial management and reporting is an asset
- Previous experience with international organizations and multi-partner coordination and good knowledge of UN policies and procedures relating to the administrative and finance functions is an asset
- Excellent computer skills in Windows environment, knowledge of internet communications and command of MS Office applications (Word, Excel, and Power Point)
- Previous experience in the use of web-based management systems is an asset.
- Excellent knowledge of English language, both spoken and written.