UNDP Jobs - 51055- Financial/Administrative Support Consultant

Financial/Administrative Support Consultant

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

Individual Contract

Starting Date :

17-Nov-2014

Application Deadline :

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

Post Level :

International Consultant

Duration of Initial Contract :

6 months

Languages Required :

English

Expected Duration of Assignment :

Can be extended upon performance evaluation and availability of funds

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

UNDP’s Bureau for Policy and Program Support (BPPS) is a client-oriented, results-focused, analytics and evidence-based and crisis-sensitive Bureau, which embraces risk and innovation, creates a positive work environment, and is socially and environmentally responsible. This is a proactive and forward-thinking unit that supports Country Offices and UN Country Teams in the face of disaster or crisis. BPPS looks forward to adapt itself to a new, post-2015 sustainable development agenda and the post 2015 international disaster risk reduction framework, as they emerge, and in so doing, encourages internal and external clients to do so.

BPPS’s Climate Change and Disaster Risk Reduction Team (CCDRRT) is responsible for practice development for UNDP’s work on DRR and Recovery, Climate Change, and Energy. The goal of the team is to provide support to UNDP Country Offices and UN Country Teams in their efforts to strengthen national capacities for climate change and disaster risk reduction, energy, preparedness, recovery assessments, programmes and planning. The team provides high quality advice and programmatic support in the design, implementation, monitoring and evaluation of activities.

Duties and Responsibilities

Under the overall supervision of the Recovery Advisor and the Programme Coordinator for the Integrated Climate Risk Management Programme (ICRMP), the Administrative Associate will be responsible for the implementation of the financial, administrative, and other project-related activities to ensure the successful achievement of the outcomes through the approved AWPs. He/she will manage all related administrative services, execution of processes and transactions, ensuring quality and accuracy of work while maintaining strict coherence with UNDP’s official policies and procedures. The IC will be expected to:

Provide financial management and operational support to the BPPS/CCDRRT;
Provide administrative support to the BPPS/CCDRRT;
Provide support for the formulation and implementation of BPPS/CCDRRT programmes;
Support CCDRRT portfolio documentation.

The key results have an impact on the efficiency of the CCDRRT and critical to the successful delivery of much of the unit’s services. Accurate analysis, data entry and presentation of information strengthen the capacity of the unit and facilitate subsequent action by other members of CCDRRT. The IC’s own initiative is decisive in results of work and timely finalization.

Expected Outputs and Deliverables

Provides financial management and operational support to the BPPS/CCDRRT, focusing on achievement of the following results (40% of time allocation):

Setting up and management of CCDRR projects in ATLAS including: creation of requisitions, POs and vouchers; budget revision; revision of project award and project status; determination of unutilized funds, and ensuring operational and financial closure of projects.
Review of financial reports and maintenance of the internal expenditures control system, ensuring that vouchers processed are matched and completed and that transactions are correctly recorded and posted in ATLAS.
Timely corrective actions on unliquidated Purchase Orders/unposted Payment Vouchers, including those with budget check errors, match exceptions and unapproved vouchers.
Setting up of requisitions for development projects, and process corresponding receipts of goods and services in ATLAS.
Preparation of non-PO vouchers for CCDRR projects.
Performance of accurate budget checks for Requisitions, Purchase Orders and Payment Vouchers.
Careful monitoring and accurate reporting on the status of CCDRRT budget against annual work plans on a quarterly basis in line with Bureau’s work planning process. Monthly monitoring reports will be required for the ICRMP.
Review, verification and reconciliation of financial data and reports to ensure accuracy and conformance with UNDP financial and administrative rules and regulations.

Provides administrative support to the CCDRRT, focusing on achievement of the following results (30% of time allocation):

Preparation of minutes of unit meetings and ensuring the tracking of follow-up actions;
Coordination and assistance in the preparation of briefing materials and reports for meetings and missions for CCDRRT staff.
Coordination and assistance in the preparation of briefing notes, including research work to prepare briefing materials as applicable;
Processing of official CCDRRT Mission Travel Requests, including timely follow-up action on medical/security clearance, signatures as appropriate and ensuring preparation of the necessary documents in ATLAS;
Monitoring of all travel-related payments for the CCDRRT unit, liaising appropriately with Finance/Operations staff;
Compilation/monitoring of all CCDRRT Monthly Leave Records (MLR), ensuring timely submission with appropriate signatures;
Assistance in liaising with other teams in the New York/Geneva Offices and provide support to the regional centers and country offices;
Administrative and logistical support for donor meetings, country/region specific meetings, workshops, trainings, conferences, retreats and any other special events organized by CCDRRT.

Provides support for the formulation and implementation of CC/DRRT programmes, focusing on achievement of the following results (15% of time allocation):

Support the preparation of project documents (and revisions), work plans, budgets and proposals, ensuring sound implementation arrangements;
Assistance to the CCDRRT´s Recovery Advisor and Programme Coordinator of the ICRMP in the implementation of the respective Global Programmes, creating and monitoring the Programme in ATLAS, including the follow up of the programmes implementation, preparation of required budget revisions, revision of project award and project status, determination of unutilized funds;operational and financial close of the projects;
Assistance to the CCDRRT with the provision of technical inputs and contribution to the achievement of their strategies.
Operational guidance on project design, formulation and initiation including discussion with the implementing partners in setting up the projects;
Operational guidance on project reviews / evaluations and preparations for project completion and closures in line with UNDP’s policies and procedures;
Provision of information to the executing agencies on routine implementation of projects;
Backstopping on programme management for unit members during absences and mission travel.

Supports the BPPS/CCDRRT portfolio documentation, focusing on achievement of the following results (15% of time allocation):

Preparation of information for the audit of projects and support to the implementation of audit recommendations;
Preparation and review of all financial reports for the Global Programmes;
Manages the required needs of proof-reading/editing/translation of CCDRR texts as necessary for in-house dissemination and/or publication;
Assists in the collection and dissemination of information related to CCDRRT, including inputs for donor reports, and responding to incoming queries and information requests from various sources;
Organization, updating and maintenance of all CCDRRT project/programme-related documents in project files (hard copy and electronic formats) in close coordination with the managers in charge of this process within UNDP.

This position has been requested to support administrative activities required for the project implementation comprising the 2 areas described above, therefor deliverables would be achieved and evaluated on on-going basis during the whole period of the consultancy.

Institutional Arrangement

During the course of the assignment, the IC shall work under the overall guidance and supervision of the Recovery Advisor and the Programme Coordinator for the ICRMP. For deliverables supporting the PDNA, the IC will work under the supervision of the Recovery Advisor, and for deliverables supporting the ICRMP specifically the IC will work under the guidance of the Programme Coordinator for ICRMP respectively.

Other notes on the arrangement:

It is anticipated that the IC will work with a 60/40 split between the PDNA and the ICRMP: 3 days / week on the PDNA, and 2 days / week on the ICRMP;
Payment will be made on a monthly basis.

Duration of the Work

The initial duration of the position is envisaged for six months commencing 15 November 2014. A possible extension may be considered after this initial period based on performance and availability of funding.

Duty Station

The duty station during the assignment is New York, Headquarters Offices for BPPS

Competencies

Core Competencies

Ethics and Values:

Demonstrates and promotes the highest standard of integrity, impartiality, fairness and incorruptibility in all matters affecting his/her work and status;
Ensures that programs and projects are consistent with UN/UNDP values;
Identifies conflicts of interest between stakeholder groups and works to keep UN/UNDP from inappropriate involvement in such situations.

Knowledge Sharing / Continuous Learning:

Keeps abreast of new developments in disaster risk reduction and recovery and seeks to develop him/herself personally;
Actively seeks to develop him/herself professionally and personally.

Self-management and Emotional intelligence:

Demonstrates a genuine passion for the work, and leverages political forces and tacit knowledge to support the achievement of organizational goals and priorities;
Foresees how others will interpret and react to events, using that awareness to smooth the way;
Provides a sense of direction and purpose, and maintains operational effectiveness of the organization, even during times of organizational crisis or change.

Appropriate and Transparent Decision Making:

Accepts responsibility and accountability for the quality of the outcome of his/her decisions.

Functional Competencies

Building Strategic Partnerships:

Creates networks and promotes initiatives with partner organizations;
Identifies common interests and goals and carries out joint initiatives with partners;
Makes effective use of UNDP's resources and comparative advantage to strengthen partnerships.

Client Orientation:

Anticipates constraints in the delivery of services and identifies solutions or alternatives;
Proactively identifies, develops and discusses solutions for internal and external clients, and persuades management to undertake new projects or services;
Advises and develops strategic and operational solutions with clients that add value to UNDP programmes and operations.

Job Knowledge and Technical Expertise:

Applies knowledge to support the project objectives and to further the mandate of the organization;
Demonstrates comprehensive knowledge of information technology and applies it in work assignments;
Knowledge of development issues, particularly disaster risk management, governance and climate risk management;
Knowledge of relevant organizational policies and procedures.

Results-based Program Development and Management:

Identifies needs and strategies using a fact-based approach;
Sets performance standards, monitors progress and intervenes at an early stage to ensure results are in accordance with agreed-upon quality and timeframes and reports on it;
Sound independent judgment and strong analytical abilities.

Required Skills and Experience

Education

University degree in finance, administration, management, economy or related areas;
UNDP procurement certification is an asset.

Experience

At least 3 years of progressively responsible administrative, programme and procurement experience is required at the national or international level;
Demonstrated competency in using financial, procurement and travel modules of ATLAS;
Knowledge of UNDP Financial Rules and Regulations with the completion of ATLAS training;
Knowledge of UNDP organizational structure and external partners for purpose of efficiently and effectively handling of incoming queries and requests, and for collecting information and performing liaison functions;
Knowledge of UNDP/UN regulations, policies, procedures and practices;
Experience in the use of computers and office software packages (MS Word, Excel, Power Point), experience in handling of web based management systems, and ability to use Internet for research;
Previous exposure to the fields of Climate Change, Disaster Risk Reduction and Energy will he highly valued;
Experience in web search and report writting.

Language Requirements

Fluency in English, both oral and written, is required;
Working knowledge or other UN official language (preferably French or Spanish) would be highly considered.