Admin and Finance Associate (NPSA7)
The objective of the ‘’Improving Adaptive Capacity and Risk Management of Rural Communities in Mongolia’’ project is to strengthen resource-dependent rural population and their climate resilience through feasible adaptation measures for maintaining ecosystem services. The project plans to achieve its goal by conjoining the main activities: a) enhanced climate-informed planning for land and water use localized to the aimag level, b) ecosystem-based adaptation measures to protect land and water resources c) building herder capacity to pursue climate-resilient livelihoods. The primary outputs are as followed:
- Integrate climate information into land and water use planning at the national and sub-national levels
- Scaling up climate-resilient water and soil management practices for enhanced small scale herder resource management
- Build herder capacity to access markets for sustainably sourced, climate-resilient livestock products.
The project funded by Green Climate Fund (GCF), and implemented by UNDP. The implementing partners of the project are the Ministry of Environment and Tourism and Ministry of Food, Agriculture and Light Industry. The project will start in March 2021 and run until the end of 2027. The target areas are focused on four aimags Zavkhan, Khovd, Dornod and Sukhbaatar, which are vulnerable to climate change and cover a range of ecological zones. The project is expected to benefit an estimated 800.000 people (approximately 130.000 direct and 800.000 indirect beneficiaries), of whom 50% are women.
Under the overall guidance and direct supervision of the National Project Manager, the Admin and Finance Associate is responsible for project implementation support services, ensuring effective operational management of the project and transparent utilization of financial resources. The Admin and Finance Associate promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations. The Admin and Finance Associate works in close collaboration with the Project Implementing Unit (PIU) and the Country Office.
Summary of key functions:
- Financial and budget management
- Assets Management
- Administrative support
Finance and Budget Management:
- Keep records of project funds and expenditures, and ensure all project-related financial documentation are well maintained and readily available when required by the National Project Coordinator;
- Review project expenditures and ensure that project funds are used in compliance with the Project Document and Government financial rules and procedures;
- Validate and certify FACE forms before submission to UNDP;
- Provide necessary financial information as and when required for project management decisions;
- Ensure preparation for, and support to spot checks and annual project audits;
- Ensure regular follow up to audit recommendations;
- Review annual budgets, and project expenditure reports, and notify the Project Manager if there are any discrepancies or issues;
- Closely monitor the deliverables against the GCF requirement for the next disbursement request and take necessary action to compile necessary documents, co-financing reports of Implementing Partners on time;
- Submission of request for disbursement within 30 days prior to the expected disbursement
- Consolidate financial progress reports for the Annual Progress Report to the GCF;
- Liaise and follow up with the responsible parties for implementation of project activities in matters related to project funds and financial progress reports;
- Collaborate and coordinate with Regional and Country Office finance focal points;
- Ensure full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and procedures;
- Prepare draft budgets, budget set-up and clearance, as well as budget revisions and enter the updates into the system;
- Manage project budget following the UNDP financial rules and regulations and the GCF FAA requirements and ensure that APR and financial information in accordance with AMA;
- Verify all supporting documentation for payment requests, disbursement vouchers, Responsible Parties’ financial reports and other financial documents when required; ensure timely follow up actions on pre-payment vouchers;
- Submit voucher/vendor creation requests to GSSU and tale necessary actions;
- Ensure timely corrective actions on Purchase Orders and vouchers with budget check errors, match exceptions, unapproved PO and vouchers;
- Provide accurate information to the Finance and HR Units for the monthly payroll;
- Develop forecasts of budget utilization and the expenses related to activities as required;
- Prepare monthly and weekly cash forecasts and submit to Country Office;
- Maintain the internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Quantum;
- Monitor financial expenditure of the project and ensure that financial delivery of the project is following the project document and annual work plans;
- Suggest changes or improvements increase accuracy and efficiency;
- Take initiatives to mainstream gender in project budgets;
- Liaise with the Country Office, counterparts and other parties on the preparation of contracts, budgets and payments, monitor co-financing and report against what was presented in the document;
- Prepare mid-year and annual budget expenditure reports;
- Ensure timely preparation of financial reports following the reporting schedule, including the financial reports of different components of the project.
- Ensure inventory and asset management according to IPSAS requirements;
- Participate in regular physical inventory verification and submits subsequent inventory reports, produce the required release and receiving documents;
- Manage the transfer of assets in line with the UNDP asset management rules and regulations.
- Actively participate in the preparation of annual work plans, and project operational planning, including procurement planning;
- Assist in administrative work and provide logistic support for smooth implementation of the project, including support organization of meetings, training, workshops, conferences and seminars;
- Ensure availability, efficient deployment and regular maintenance of the project equipment;
- Ensure office supplies are well stocked and properly accounted for, and maintain vehicle logbooks;
- Prepare various contractual documents related to procurement of goods and services and follow-up on the status of the contract;
- Maintain up-to-date the file of contracts and periodically report to NPC on necessary follow-up actions;
- Maintain filing and archiving of project documents and submit the archived documents to the respective authorities on a timely basis;
- Assist in preparation of regular progress reports in line with reporting schedule;
- Support coordination and synergies of project components, other relevant projects and initiatives;
- Perform other administrative and financial duties as assigned by NPC;
- Make the required travel arrangements, accommodation, venue, and other logistics for workshops, trainings, seminars, etc.;
- Preparation and timely submission of Travel Authorizations (TAs) and travel claims. Ensure all travel related files contain up to date information
- 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:
- Results-based Management: Ability to manage programmes and projects with a focus at improved performance and demonstrable results
- 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
- Working with Evidence and Data: Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making
- Digital Awareness and Literacy: Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed
- Customer Satisfactions/ Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests; Ability to anticipate client's upcoming needs and concerns.
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
- 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) 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, UNDP Accountancy and Finance Test (AFT) is not 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.
- Minimum 7 years (with secondary education) or 4 years (with Bachelor’s degree) of relevant experience at the national and/or international level in accounting, finance, operations, administration or audit services.
- Experience in managing budget and finance of complex projects, programmes, or initiatives is an asset;
- Experience working with public sector/government institutions is an asset;
- Working experience with Corporate Enterprise Resource Planning software is an asset.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages.
- Prior experience and thorough knowledge of generally accepted accounting principles (e.g. IPSAS)
- Fluent in English and Mongolian
- Mongolian Certified Public Accountant Completion Certificate is an asset
- ACCA or other public certified accounting is an asset.
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