Admin & Finance Associate

Dhaka

  • Organization: UNDP - United Nations Development Programme
  • Location: Dhaka
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Banking and Finance
  • Closing Date: Closed

Background
 
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
 
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. 

Forerunner- Enabling Markets Work for the SDGs

Bangladesh has a growing young population, around 64% of its population aged below 35. However, despite their large numbers, many young people in Bangladesh face challenges in acquiring the necessary skills to secure employment. The education system in Bangladesh is often criticized for its lack of quality and relevance to the job market's needs. Many young people struggle to find employment due to a mismatch between the skills they have acquired through their education and the skills required by employers. 

However, the government of Bangladesh has recognized the importance of addressing youth unemployment and has implemented several programs and initiatives aimed at improving access to education, vocational training, and job opportunities for young people. For example, the government has established a national skills development policy to improve the quality and relevance of vocational training programs and has also launched several employment generation schemes to create job opportunities for young people. 

Private sector organizations increasingly recognize the importance of addressing climate and environmental issues, not only for the planet's sake but also for their long-term sustainability and success. UNDP Bangladesh's ongoing engagement with major Private sector organizations (MNC and local conglomerate), including different business associations, paved the path for work jointly towards achieving SDGs—specifically, youth and women skilling, employment and entrepreneurship, circular economy, and achieving climate promise. 

This initiation plan (IP) will contribute to attaining future-proof skills for the youth, ensuring job placement and support entrepreneurship. This IP will produce new project and program document on skills, entrepreneurship, and employment by the private sector organizations.
 

Duties and Responsibilities

The Admin and Finance Associate position will be project-based and directly report to National Project Manager, Forerunner.

Under the overall guidance of the National Project Manager, Forerunner Project, the incumbent will provide high quality programme support expertise and project support assistance in the overall delivery of the Forerunner.

The incumbent will be responsible for the following tasks:

Support in overall administrative and logistics management including assets of the project. 

  • Assist the Project Manager in day-to-day administrative support for the smooth operation of the project.
  • Maintain inventory of project assets and provide logistic support to workshop/seminar and other project activities. 
  • Ensure the proper maintenance of the record-keeping and filing system related to administration, logistics, equipment, and vehicles of the project. 
  • Monitor and maintain equipment, vehicles, and other assets of the Project for security and proper functioning, if required assist in the transfer of title of assets on behalf of UNDP. 
  • Ensure full compliance of UN rules and regulations, policies and strategies on travel management and ensure that vehicles are used in accordance with UN rules and regulations and that vehicle usage date is correctly recorded. 
  • Assist staff evaluation, contract extension, recruitment & other HR-related issues. 
  • Maintenance of proper filing system for HR records and documents. 
  • Assist Project Management in contract management for different vendor and partners of the projects. 
  • Drafting of Letter of Agreements, Memorandum of Understandings, note to file, Contracts with implementing partners, and other such documents as per UNDP’s rules, regulations, and formats in close coordination with the Project Manager. 
  • Assist the Project Manager in the procurement process and troubleshoot to escalate the process for receiving the goods and services on time.
  • Ensure the compliance of all the provisions of guidelines regarding personnel management, sub-contract, and financial management. 
  • Undertake project financial closure formalities including submission of project closure reports, transfer and disposal of assets, processing of semi-final and final revisions of the budget. 

Support in the financial management of the project. 

  • Assist in setting up internal control system and financial data as per GoB and UNDP guidelines. 
  • Prepare the financial report in line with the UNDP and Government rules and regulations.
  • Management of cash receipts and petty cash. 
  • Assist the Project Manager to prepare and revise the Annual Work Plan (AWP) and multi-year budget of the project.
  • Prepare quarterly Fund Authorization and Certification of Expenditures (FACE) including cashbook, and bank reconciliation, and ensure timely liquidation. 
  • Ensure the project expenditure is in line with the approved AWP and maintain the shadow budgets to ensure the project delivery.
  • Monitoring the project financial resource to deliver the project activities on time and reconcile the Combined Delivery Report. 
  • Review all payments/claims including travel of staff and other service providers and ensure on-time settlement of claims as per UNDP rules. 
  • Maintain the project cash advance register.
  • Review financial statements, and expenditures as stated in the financial reports of the partner organization.
  • Prepared the documentation for project audit and follow up on the audit observations for settlement with FAPAD/audit firm.

Support for quality assurance of project activities. 

  • Verify the partner’s activities as per FACE. 
  • Monitor fund disbursement and adjustment of partner organization. 
  • Ensure all Quantum-related transactions i.e., budget analysis, upload budget, monitor project budget, and enter necessary GLJE in Quantum etc. 
  • Support for the preparation of the vouchers and process payments for all the financial transactions in line with the UNDP rules and regulations.
  • Ensure event management. 
  • Assist the Project Team in preparation of monthly, quarterly, and annual progress reports to UNDP. 

Participating in knowledge-building and sharing activities. 

  • Participate in the training for the operations/projects staff on financial procedures. 
  • Provide training to project staff on the administrative and financial procedures. 
  • Contribute to the project’s knowledge management and learning agenda. 
     
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:

Business Management

  • 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. Ability to manage communications internally and externally, through media, social media, and other appropriate channels

Business Development 

  • Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for content, or responsive to a stated need

Audit & Investigation

  • General: Key concepts and principles of financial accounting, interpret financial analysis, managerial accounting, etc.

Administration & Operations

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

Finance

  • Accounting: Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations
  • Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Ethics 

  • UN Policy knowledge-ethics: Knowledge and understanding of the UN staff Regulations and rules and other policies relating to ethics and integrity.
 
Required Skills and Experience
 
Education:
  • Secondary Education with specialized certification in accounting and/or Finance. University degree in Finance or Accounting desirable. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.  (The degree must state that the major is in accounting or finance. Degrees in Business Administration or Public Administration are not considered equivalent.)
  • Fully Qualified Accountant, from an internationally accredited institute of accountancy or Full Completion of the UNDP Finance Training and Certification Programme (FTCP). No UNDP Accountancy and Finance Test (AFT)is required.
  • Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete UNDP Finance Training and Certification Programme (FTCP), if recruited. However, no UNDP Accountancy and Finance Test (AFT) is required.
  • Candidates with no professional accountancy qualifications but with relevant experience must successfully undertake UNDP Accountancy and Finance Test (AFT) before shortlisting and must complete the UNDP Finance Training and Certification Programme (FTCP), if recruited. 
Experience:
  • Minimum 7 years with Secondary education or 4 years (with Bachelor’s degree) of relevant experience in administration and financial management in development projects. 
  • Working with development organization and donor agency is desirable.
  • Understanding of budgeting, accounting, and bookkeeping, particularly under NEX procedures. 
  • Experience in using financial software programme is an asset; 
  • Knowledge of Tax & VAT is desired. 
  • Working with development organization or other donor agency is desirable
  • Knowledge of UN administration and financial procedures is an advantage. 
  • Experience in handling Atlas or web-based enterprise resource management systems is an asset. 
  • Independent auditing skills; 
Required languages: 
  • Excellent knowledge of English and Bangla, both written and verbal. 
 
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.

 
Non-discrimination

 
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

 
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

 
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This vacancy is now closed.
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