Admin and Finance Assistant (GLOF II)

The Government of Pakistan has recognized the threat from GLOFs in its National Climate Change Policy and in its Nationally Determined Contributions to monitor changes in glacier volumes and related GLOFs. Flood hazards are already greater than what the national public finance can manage. To be able to strengthen capacities of vulnerable communities to address the GLOF issue urgently in the scale that is needed, the Government of Pakistan needs financial support from international donors. As a result, it has secured GCF resources to upscale ongoing initiatives on early warning systems and small, locally-sourced infrastructure to protect communities from GLOF risks. The interventions proposed for scale-up by this project will be based on activities implemented in two districts that have demonstrated success. In these districts engineering structures like gabion walls have been constructed and automatic weather stations, rain gauges and discharge equipment have been installed. Rural communities receiving this support were able to avoid human and material losses from GLOF events. The proposed GCF project will expand coverage of interventions to fifteen districts in the Khyber Pakhtunkhwa and Gilgit-Baltistan provinces. It will strengthen the technical capacity of sub-national decision makers to integrate climate change and disaster risk management into medium- and long-term development planning processes.

 Contribute to the Project.

• Ensures implementation of operational and financial strategies
• Provides support to AFO in oversight over all administrative and financial     management matters in the project, across federal, provincial and fields offices
• Liaison on administrative/financial matters between the project, provincial and field offices and UNDP central units
• Ensures facilitation of knowledge building and knowledge sharing

• 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.
• Business processes mapping and elaboration of the content of project Standard Operating Procedures in Administration and Finance, in line with corporate rules and regulations.
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with project management.

2. Provides support to AFO in oversight over all administrative and financial management matters in the project, across federal, provincial and fields offices:

• Support to all provincial and field offices in logistics, procurement, finance and recruitment for the project, in accordance with corporate UNDP rules and regulations as well as donor’s requirements;
• Guides the work of provincial and district admin/finance staff;
• Prepare financial and administrative documents related to the project implementation;
• Develop quarterly and annual budget plans for recruitment of personnel; maintain financial records and monitoring systems to record and reconcile expenditures, balances, payments and other data for day-to-day transaction and reports;
• Advise and assist Project staff, experts and consultants on all respects of allowances, salary advances, travel claims and other financial and administrative matters, and calculate and authorize payments due for claims and services;
• Provide organizational and administrative support in implementation of project activities including organization of roundtables, workshops, trainings, working meetings and other events;
• Prepare detailed cost estimates and participate in budget analysis and projections as required to handle all financial operations of the project office, make cash payments and reconcile all accounts in required time frame;
• Maintain, update and transmit inventory records of non-expendable equipment in accordance with UNDP rules;
• Perform cash custodian’s duties being primarily responsible for project’s cash disbursements and maintain project’s petty cash book and payrolls related to the regional offices;
• Ensure leave monitoring of project staff, check the accuracy and proper completion of monthly leave reports;
• Analyze the potential problems concerning administrative-financial issues and take respective measures to provide adequate project’s resources on time for implementation of the project activities;
• Encourage awareness of and promotion of gender equality among project staff and partners;Ensure full compliance of administrative and financial processes and financial records with UNDP rules, regulations, policies and strategies
• Define the cost-effective measures for optimal use of resources of the project;
• Perform other duties related to personnel, administrative and financial issues of project as required

3. Liaison on administrative/financial matters between the project, provincial and field offices and UNDP central units:

• Responsible for ensuring that incoming finance/procurement/HR/administration related cases from (PMU, PIUs and FOs) have reached relevant departments at UNDP and processed to facilitate timely implementation;
• Act as the primary focal point for ensuring accuracy of project related information in corporate planning and reporting portals (ATLAS, IWP, etc.). Solicit input from other relevant staff where required to complete this;
• Ensure full compliance and universal application of administrative and financial processes and financial records with UNDP rules, regulations, policies and strategies, as well as donor requirements;
• Jointly with AFO at PMU, guides the work of provincial and district admin/finance staff;
• Review and finalize all financial and administrative documents related to the project implementation prepared by PMU, PIUs and FOs:

4. Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

• Organization of training for the operations/programme/projects staff on financial management.
• Synthesis of lessons learnt and best practices in financial management.
• Sound contributions to knowledge networks and communities of practice

The incumbent of the position will uphold the non-discriminatory behavior 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 UN”;
• 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

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

Project Management : Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
Risk Management: Ability to identify and organize action around mitigating and proactively managing risks
Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
Monitoring: Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.
Data analysis: Ability to extract, analyse and visualize data (including Real-Time Data) to form meaningful insights and aid effective decision making
Data collection: Being skilled in Data Sorting, Data Cleaning, Survey Administration, Presentation and Reporting including collection of Real-Time Data
Relationship management: Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding