UNDP Project Finance and Administrative Associate in Kingston, Jamaica.

The Finance and Administrative Associate, reporting to the Project Manager of the Social Justice Project, will assist in administering finances to ensure the effective implementation of UNDP’s project activities. Collaborating with the Project Management Unit, UNDP teams, government officials, donors, and civil society, the Associate will contribute to the project’s success.

Duties and Responsibilities Project Finance and Administrative Associate

1) Administration and implementation of programme/operations and financial management strategies – Ensures administration and implementation of programme/operations and financial management strategies, adapts processes and procedures focusing on achievement of the following results:

• Full compliance of administrative and financial activities with UNDP rules, regulations, policies, and strategies.
• Provide inputs to the MCO’s administrative and financial business processes relating to programme and project management.
• Support implementation of the internal standard operating procedures (SOPs) for the MCO’s projects and programmes.

2) Administrative support to the Social-Justice project and other MCO projects – Administrative support to the SO-JUST project and other CO projects focusing on the achievement of the following:

• Provide substantive inputs towards the development of the programme annual work plans, budgets, and implementation strategies for the MCO’s projects including for the SO-JUST project.
• Maintain an active file of all personnel, consultants of the project; and regularly update the contacts of relevant Project’s partners and Government officials.
• Provide logistical arrangements including transportations, hotel bookings for project staff, consultants and invited guests engaged in the Project’s activities.
• Research and conduct analysis of statistical and other forms of data from internal and external sources; preparing statistical charts, tables, reports, and presentations, as required.
• Assist with the project communication activities, as required.
• Undertake other relevant tasks as assigned by supervisor.

3) Financial management support to the Social-Justice Project and other MCO projects – Financial Management of the SO-JUST project focusing on the achievement of the following:

• Monitor MCO’s project resources ensuring full compliance with established GAC and UNDP rules, regulations, and policies of financial activities, financial reporting/recording system.
• Prepare periodic financial reports and forecasts to ensure efficient management of the project/programme resources.
• Prepare payment requests and follow up with vendors and suppliers, as needed.
• Ensure proper monitoring and control of the supporting documents for payments and financial reports for the project.
• Verify the accuracy of Combined Deliver Reports and ensure that they are signed and appropriately filed.
• Follow up on fund transfers to ensure fund availability at project and fund level.
• Support spot checks, financial audits and financial closure of the project and ensure provision of requisite documentation.

4) Facilitation of knowledge building and knowledge sharing – Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Systematic gaining and sharing of knowledge and experience related to the programme and financial management.
• Synthesis of lessons learned and best practices in programme implementation.
• Contribute to knowledge networks and communities of practice.

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REQUIRED SKILLS AND EXPERIENCE

• 6 years (with secondary education) or 3 years (with Bachelor’s degree) experience in financial management and administrative or programme/project support service required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems.
• Proficiency in English (both written and oral).

Desired Experience:

• 3 years of experience working on development projects would be an asset.
• Previous experience working with Government and a wide range of donors, international organizations, INGOs and experience in procurement and administrative management is an asset.

Language: Proficiency in English (both written and oral).