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Admin & Finance Associate - Strengthening Institutional and Economic Resilience in Yemen (SIERY) Project

Sanaa (Yemen)

  • Organization: UNDP - United Nations Development Programme
  • Location: Sanaa (Yemen)
  • Grade: Level not specified
  • Occupational Groups:
    • Democratic Governance
    • Operations and Administrations
    • Environment
    • Banking and Finance
    • Project and Programme Management
    • External Relations, Partnerships and Resource mobilization
    • Administrative support
    • Economics
    • Disaster Management (Preparedness, Resilience, Response and Recovery)
  • Closing Date: 2021-07-26

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Background

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.

The current conflict in Yemen broke out in 2015. The conflict has killed nearly 100,000 people and created the world’s current worst humanitarian crisis. Out of total estimated 30.5 million people, over 3.0 million are displaced, 24 million (or 80%) need humanitarian assistance. In such a context of protracted political conflict, the resilience of the Yemeni society needs to be strengthened beyond humanitarian assistance and community self-help initiatives. Local authorities, although seriously affected by the crisis, have remained in place and continue assuming important state functions, in particular for facilitating humanitarian aid, service delivery and conflict resolution. They retain some legitimacy and trust and have shown that they can coexist and collaborate with informal governance actors that are fundamental to the traditional Yemeni political order. Strengthening (economic) resilience of the Yemeni society in today’s context means strengthening responsive, inclusive and accountable local governance systems.

The Strengthening Institutional and Economic Resilience in Yemen project (SIERY) is a 3-year initiative supported by the European Union (EU) that aims to scale up support to local authorities to maintain and increase equitable access to public services and foster social cohesion and sustainable recovery, with the long-term goal of rebuilding trust in the state and redefining the central – local relationship. The Project takes a two-step approach. Firstly, SIERY will empower district authorities with capacity development, technical support and discretionary funding to devise and implement, in partnership with communities and local influential actors, recovery plans and to fulfil their missions in a more participatory, inclusive and accountable, while fostering the emergence of a nation-wide compact for recovering the Yemeni local governance system in a way that can support peace- and state-building. Secondly, SIERY, as a function of an improved local economic development environment by the local authorities, will support Micro, Small and Medium Enterprises (MSMEs) with capacity development, technical support and network opportunities and access to local Micro Finance Institutions (MFI) and grants.

Duties and Responsibilities

1.    Support Project Management

  • Assist Chief Technical Advisor, Senior Project Management Specialist, National Coordinators and other project team members in all matters related to financial and administrative functions of the Project;
  • Assist in formulating budget planning, management and implementation strategies;
  • Provide logistic and programmatic assistance to implement the activities as per the work plan;
  • Be responsible for project procurement processes and compliance guidelines;
  • Ensure proper coordination with other agencies and partners on financial matters.

2.    Financial Management and Implementation of Operational Strategies

  • Ensure full compliance with UN/UNDP rules, regulations, and policies of financial activities, 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;
  • Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs);
  • Ensure control of the supporting documents for payments, prepare document for vendors in Atlas; assistance in managing the project management and payments;
  • Maintain the internal expenditure control system, which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas and that travel claims and other entitlements are duly processed;
  • Take timely corrective actions on un-posted vouchers, including vouchers with budget check errors;
  • Oversee the overall financial management of the project;
  • Maintain complete set of books of account according to the principle of accounting and update it on a daily basis. Ensure accuracy of supporting documents;
  • Monitor budget implementation and determine / recommend reallocation of funds when and where necessary;
  • Follow up on activities and monitor advances balances and verify availability of funds for project activities;
  • Verify accuracy of Combined Delivery Reports;
  • Prepare monthly shadow budget for tracking the delivery of project;
  • Serve as audit focal person. Manage annual audit exercise, prepare necessary documents, prepare audit follow-up action plans, and ensure that the action plan is implemented;
  • Prepare timely and accurate Quarterly Expenditure Reports to be attached to Progress Reports;
  • Provide support in preparing annual and quarterly work plans and budgets in consultation with CTA/Senior Project Management Specialist;
  • Enter accurately the AWP and subsequent Budget revisions along with Multi-Year Budgets in ATLAS for endorsement by Country Office;
  • Prepare and modify budgets for the SIERY project;
  • Support in implementing of harmonised approach to cash transfer (HACT) with Responsible Parties to implement project activities;
  • Analyse budget and expenditure and suggest measures to improve delivery, as required;
  • Undertake physical verification of all assets and update records.
  • Assist to undertake all tasks related to ensure proper documentation for timely audit of the project;
  • Maintain accurate financial and personnel records of the project as required by SIERY project;
  • Manage all correspondence related to finance related matters.

3.    Provides administrative, travel and logistical support

  • Maintain files related to personnel, finance, procurement, administrative, logistical, project matters;
  • Manage procurement processes, including but not limited to drawing up specifications for the equipment as per project requirements; maintain and update an inventory and ensure proper operation, maintenance;
  • Provide administrative support to organization of conferences, workshops, and trainings;
  • Arrange travel and hotel reservations, preparation of travel authorizations;
  • Prepare and handle the routine correspondence related to general administration, procurement, security  and personnel matters, faxes, memoranda and reports in accordance with UNDP rules and procedures;
  • Management of project documentation;
  • Collect  and 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.

4. Ensures facilitation of knowledge building and knowledge

  • Participate in the organization of training for the office staff on programme/operations related issues;
  • Provide sound contributions to knowledge networks and communities of practice.

Institutional Arrangement

  • The person will report to, and be directly supervised by the Senior Project Management Specialist;
  • In close coordination with the Chief Technical Advisor (CTA), National Coordinator of Institutional Resilience and National Coordinator of Economic Resilience, the Administration and Finance Assistant will be responsible for providing overall financial and day to day administrative/operational support for smooth and effective implementation of the project;
  • The person ensuring high quality, accuracy and consistency of work.

The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that 

  • 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 created;
  • Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.


 

Competencies

Core Competencies:

Innovation:

Ability to make new and useful ideas work
Level 3: Adapts deliverables to meet client needs

Leadership:

Ability to persuade others to follow
Level 3: Proactively seeks and recognizes contributions of others

People Management:

Ability to improve performance and
Level 3: Appropriately involves team in different stages of work and decision-making

Communication:

Ability to listen, adapt, persuade and transform
Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation

Delivery:

Ability to get things done while exercising good judgement
Level 3: Takes responsibility for addressing critical situations and delivering core value

Technical/functional competencies:

Project Management:

Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Risk Management:

Ability to identify and prioritize risks, and organize action around mitigating them
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Knowledge Management:

Ability to capture, develop, share and effectively use information and knowledge
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Financial reporting:

Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Required Skills and Experience

Education:

  • 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.

Experience:

  • 7 years of progressively responsible finance and accounting experience is required (or 4 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 IPSAS and/or IFRS required;
  • Very good inter-personal skills;
  • Ability to use information and communication technology (ICT) as a tool and resource, experience in the use of computers and office software packages (MS Word, Excel), and knowledge of spreadsheet and database packages; experience in handling web-based management systems;
  • Knowledge of UNDP Finance Rules and Regulation is a strong asset;
  • Prior UNDP experience is an additional asset;
  • Knowledge of UNDP programme management procedures and policies, including experience with Atlas (Resource Management System) is an asset.

Required Language(s):

  • Fluency in English and Arabic, both written and oral.
Important Notice:
The incumbent of the position will be required to enroll in and pass level 1 of the UNDP Finance Training Certification Programme during the first year of the appointment, failure to pass level 1 of the certification will serve as grounds for non-extension of the contract.
 

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.

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