Administrative and Finance Associate (NPSA-6) Part-time (50%)

Background

The Joint EU-UN Programme for Rural Development - Phase III (ENPARD IV Abkhazia Component) is implemented by the United Nations Development Programme (UNDP) and the Food and Agriculture Organization of the United Nations (FAO). It builds on the results and achievements obtained under two previous phases (Phase II and Phase I) as well as COVID-19 action complementing to ENPARD III Abkhazia Component.

The overall objective of the Joint EU-UN Programme (henceforth “project”) is to contribute to improved quality of life and socio-economic conditions of the rural population in Abkhazia, both men and women in an equal manner as well as specific target groups such as individuals with disabilities, or minority ethnic groups, with special focus on agriculture. The goal of the project is to bring about changes through three specific objectives:

• Increase the protection of consumers and producers; this will be pursued through awareness-raising on food safety, and dissemination of Good Agricultural Practices at the farm level
• Enhance the resilience of rural communities; this will be pursued through improved agricultural practices, enhanced local expertise, and strengthened diversification of income generation sources
• Enhance community empowerment and social inclusion and cohesion through community-led local development initiatives

Under the overall guidance of UNDP CPR Programme Associate, and direct supervision of ENPARD IV Technical Coordinator, the Administrative and Finance Associate will be based in Sukhumi and will support the Technical Coordinator and the Project Officer in performing program-related administrative and financial management activities in Abkhazia, including preparing financial reports, projections, payments, asset management, premises management, salaries, recruitment etc. The Administrative and Finance Associate will contribute to effective and efficient implementation of projects by contributing to efficient administrative and financial management.

Duties and Responsibilities

Financial Management, Monitoring and Reporting

• Assist in monitoring project activities by reviewing project financial documentation and preparing a variety of records, including progress reports vs. budgets, and financial expenditures.
• Verify the accuracy of financial reports for UNDP and donors from grantees and CSOs.
• Assist with preparation of the Annual Work Plans, budget mid-year reviews, and other required financial updates.
• Maintain up-to-date Annual Work Plan, accurately recording financial transactions, tracking spending and financial commitments.
• Maintain financial records and monitoring systems to record and reconcile expenditures, balances, statements, and other data.
• Regularly perform in-detail analysis of payment processes and flag quality issues to the Technical Coordinator.
• Provide advice and support to UNDP staff on human resources related matters.

Provide Administrative Assistance and HR Management

• Provide services in human resources. Such as recruitment of short-term experts/consultants, including drafting recruitment reports and evaluations.
• Facilitate travel arrangements: initiate travel authorization for approval, reserve flight schedules, coordinate with the Country Office Operations section for relevant travel advances and claims.
• Ensure safekeeping and maintenance of project equipment and assets as well as a regular update of the inventory list.
• Performs other duties assigned by the UNDP CPR Programme Associate and Technical Coordinator

Competencies

Core Competencies

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
• Act with Determination:  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical Competencies

• Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving
• Accounting (General): Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations
• Audit risk management: Ability to address audit issues raised during an audit and propose solutions in order to ensure a true and fair audit opinion is achieved
• Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets
• Inventory management: Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above
• Vehicle management : Knowledge of policy and procedures on fleet management
• Accounting (General): Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations

Required Skills and Experience

Education

• Secondary education, with specialized certification in Accounting and/or Finance. 
• Bachelor’s degree or equivalent in Business or Public Administration, Finance, Accounting, Office Management, Human Resources or a related discipline would be desired.

Experience

• 6 years (with Secondary education) or 3 years (with Bachelor’s degree) of experience in administration, finance and/or programme support service.

Required Skills

• Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations

Desired Skills

• Experience working in dynamic environments would be an asset.
• Understanding of UNDP and the UN system; including knowledge of its practices and procedures would be an asset.
• Experience with UNDP’s internal financial reporting systems is an asset.
• Experience in handling of ERP web-based management systems.

Languages

• Fluency in English and Russian languages (written and spoken).

Institutional Arrangement

The Administrative and Finance Associate will work under the overall guidance of the CPR Programme Associate, under the direct supervision of the ENPARD IV Technical Coordinator and in close cooperation with the project team in Sukhumi.

Required Documents

• Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
• A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
• Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns, or other materials.

Disclaimer

Important applicant information

All posts in the NPSA 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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