UNDP Jobs - 50046- Finance and Administrative Assistant

Finance and Administrative Assistant - (Open to Georgian Nationals Only)

Location :

Sukhumi, GEORGIA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

10-Oct-14 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

Languages Required :

English Russian

Expected Duration of Assignment :

6 months (with possibility of extension)

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.

Background

The project is being established under the auspices of UNDP and funded by the European Union to facilitate contacts and relations for humanitarian and related purposes between Tbilisi and Sukhumi. The overall objective of the project is to enhance peace dividends and foster a peaceful transformation of conflicts by enabling humanitarian and other activities to be conducted in Abkhazia. The mechanism aims to facilitate delivery of assistance to affected and vulnerable communities and interaction between divided communities through the implementation of humanitarian and need-based projects/activities.

Duties and Responsibilities

Under the overall guidance of the UNDP Resident Representative in Georgia and the Deputy Resident Representative, in close cooperation with the Assistant Resident Representative, the UNDP Crisis Prevention and Recovery teams, and under the direct supervision of the Project Manager, a.i., Finance and Administrative Assistant will provide finance management and administrative support for smooth implementation of the project.

Under the general supervision of Project Manager, a.i. the Finance and Administrative Assistant will:

Assist Project Manager, a.i. in day-to-day management of administrative and financial operations in compliance with all relevant UNDP rules and regulations;
Assist Project Manager, a.i. in running the office – arrangement of contract with lesser, development of specifications for office furniture, equipment, vehicles, etc;
Keep track of all project related transactions, including filing of contracts with staff, receipts, checks, inventory of purchased equipment, materials under the project in order to ensure information needed for auditing purposes be easily available; maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures;
Assist Project Manager, a.i. in preparation and monitoring of operations budget;
Assist Project Manager, a.i. in preparation of requests for financial authorization and replenishments in accordance with the approved budget;
Processing of payment requests and payments within the limits of the financial authorizations provided and ensure it is accompanied with original and legal documentation that support this request for payment;
Assist Project Manager, a.i. in preparation of accurate financial reports, including monthly and quarterly disbursement and financial reports;
Prepare contracts with project staff and monitor/maintain staff leave records; recruit temporary experts/consultants in compliance with UNDP recruitment procedures and carry out salary and/or other eligible expenses of the staff (i.e. DSA, travel, etc.) payment arrangements according to existing contracts. Prepare renewals these contracts upon expiration, as needed;
Maintain daily records of all staff activities (attendance records, timesheets, leave requests, records of casual leave, sick leave, annual leave, etc.);
Participate in conducting procurement tenders and prepare procurement contracts for goods and services;
Maintain project assets, maintain office equipment and keep inventory list;
Perform general clerical duties to include but not limited to: photocopying, faxing, mailing and filing;
Setup and coordinate meetings, field visits, missions, etc;
Facilitate oral translations/interpretations from/into English, and Russian;
Provide written translations of documents and other paper work from English into Russian and vice versa as required;
Answer telephone calls and transfer to appropriate staff members;
Meet and greet visitors;
Sign for and distribute packages;
Prepare and update capital assets register;
Secure the maintenance of the project vehicle and keep track of log book; Control of proper recording by the drivers of trips and fuel consumption;
Provide general supervision of cleaner’s services;
Provide the above services to other project(s) if/when required at the decision of management;
Undertake other related duties as needed.

Competencies

Corporate Competencies:

Demonstrates integrity by modeling the UN’s values and ethical standards;
Promotes the vision, mission, and strategic goals of UNDP;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Development and Operational Effectiveness:

Ability to perform a variety of standard tasks related to finance, asset and procurement management, including screening, collecting and preparation of documentation, filing, control of assets;
Good knowledge of financial and administrative rules and regulations;
Ability to perform a wide range of varied, inter-related complex services;
Ability to extract, interpret and analyze data and resolve operational problems;
Ability to work with minimum supervision;
Ability to plan and organize work;
Uses Information Technology effectively as a tool and resource.

Management and Leadership:

Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Ability to write and communicate orally with accuracy and professionalism;
Ability to remain calm, in control and good humored even under pressure and tight deadlines;
Demonstrates openness to change and ability to manage complexities.

Required Skills and Experience

Education:

University degree in Public administration/Finance or related field with proven accounting skills;
Advanced university degree in above mentioned fields or equivalent would be an asset.

Experience:

A minimum of three (3) years of practical experience in financial, administration, and project support services;
Basic knowledge of financial concepts/tools;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and thorough knowledge of spreadsheet and database packages;
Able to prepare concise reports and minutes;
Relevant work experience in international organization and/or UNDP projects would be an asset.

Language Requirements:

Fluent in Russian and English.