UNDP Administration and Finance Associate || Apply Now

Under the overall guidance and direct supervision of the National Project Manager, the Administration 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.

Duties and Responsibilities of Administration and Finance Associate

• Financial and budget management
• Assets Management
• Administrative support
• Travel

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.
• Collaborate and coordinate with Regional and Country Office finance focal points.
• Prepare mid-year and annual budget expenditure reports.

Assets Management:

• 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.

Administrative support:

• 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.
• 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.
• Perform other administrative and financial duties as assigned by NPC.

Travel:

• 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.

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Required Skills and Experience: