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.

In 2010, UNDP and the Lebanese Government launched a project on “Strengthening Disaster Risk Management Capacities in Lebanon (DRM)”. The aim of the project has been to support the Lebanese Government in its efforts to reduce exposure and vulnerabilities to reduce the risk of disasters. To ensure an efficient implementation of this project, the Disaster Risk Management Unit (DRM Unit) was established at the Presidency of the Council of Ministers headquarter in the Grand Sérail of Beirut. The DRM Unit’s mission has been to help the Lebanese Government in strengthening disaster risk management capacities for the Lebanese Government - Technical support for the Government in DRM and in developing its disaster risk reduction strategy including prevention, preparedness, response, and recovery.

The project is supporting national institutions to develop National DRR Strategies, Frameworks, and action Plans, as well as to have in place a National Disaster risk Management Structure with clear Mechanism of Activation and Coordination between the involved Stakeholders.

The project is working with the Prime minister Office, 8 Ministries, all of the Governorates and more than 20 districts and Union of Municipalities.

The Admin and Finance Associate will provide the necessary support for the project to guarantee the implementation of the activities in a timely matter.

Duties and Responsibilities

Under the overall direction and supervision of the Project Manager, the Administrative and Finance Associate will provide day to day admin & financial support to ensure the smooth running of the project, including:

  • Full compliance with UNDP rules and regulation of financial processes, financial records and reports, implementation of the effective internal control framework.
  • Prepare periodic accounting records, maintain delivery records and make project transactions using UNDP provided software;
  • Support in the performance of procurement related operations in accordance with UNDP rules and procedures;
  • Prepare all financial and administrative documents related to the project implementation in accordance with the UNDP rules and procedures, maintain project’s expenditures and commitments budget;
  • Provide organizational and administrative support in implementation of project activities including organization of roundtables, workshops, trainings, working meetings and other events;
  • Maintain financial records and monitoring systems to record and reconcile expenditures, balances, payments and other data for day-to-day transaction and reports;
  • Prepare relevant procurement documents (Request for Proposals, Request for Quotation, Contracts, Request for Payments, Invitation to bid etc.) and ensure that all supporting documents are in accordance with UNDP requirements
  • Carry out financial record-keeping and project accounting.
  • Maintain an updated financial record in UNDP’s ATLAS management system ensuring up to date briefing on the financial status of the project.
  • Undertake all Atlas related entries.
  • Assist in the preparation of budget revisions, expenditure reports, etc. in coordination with the UNDP finance department.
  • Assist in the preparation of project progress reports, work plans, newsletters, press releases, brochures, etc.
  • Prepare project inventories as and when required by the country office
  • Analyze the potential problems concerning administrative-financial issues and take respective measures to provide adequate project’s resources in time for implementation of the project activities.
  • Define the cost-effective measures for optimal use of resources of the project;
  • Ensure full compliance of administrative and financial processes and financial records with UNDP rules, regulations, policies and strategies.
  • Maintain of the filing and documents retrieval system; maintain proper inventory records of office material and equipment and handle supply requisition (purchase orders, etc).
  • Keep and maintain proper personnel files for all project staff (leaves, missions, travel, etc.), process entitlements (daily subsistence allowance, remuneration) and follow up on contracts of project staff (extensions, renewals, etc.).
  • Prepare security, travel, accommodation, and transport arrangements for project staff and partners.
  • Assist project staff in office communications, faxing, scanning, photocopying, etc.
  • Assist in tasks related to contract management, especially in relation to procurement contracts.

Institutional Arrangement
The selected incumbent will be working under the overall guidance and supervision of the Project Manager, in close coordination with the project team.

Competencies

Core

  • 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
Procurement
Procurement management: The ability to acquire goods, services or works from an outside external source

Procurement
Procurement Supplier/relationship management: Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Administration & Operations
Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Finance
Accounting (General): Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations

Finance
Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Business management
Resources management: Ability to allocate and use resources in a strategic or tactically in line with principles of accountability and integrity

Required Skills and Experience
  • Education requirements

Completion of Secondary Education is required; or Bachelor’s degree in business administration accounting, finance or related fields.

  • Experience

Minimum 6 years with secondary education or 3 years with a Bachelor’s degree of progressive relevant experience in the field of administration and/or finance.

  • Required Language:

Fluency in written and spoken English and Arabic; Fluency in French is desirable.

Required skills
• Relevant experience in administrative and financial support service;
• Previous experience with procurement processes;
• Proven ability to plan, prioritize and deliver high quality of results in a timely fashion;
• Strong knowledge of Microsoft Excel and of the Microsoft office suite in both English and Arabic.

Desired skills
• Previous experience with UNDP and the use of Atlas is highly desirable;
• Previous experience in the UN system in a similar role is an asset;
• Attention to detail and ability to handle multiple tasks simultaneously and accurately.

Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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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