UNDP Jobs - 54390- Project Administrative /Finance Assistant (Open to

Project Administrative /Finance Assistant (Open to Georgian Nationals Only)

Location :

Tbilisi, GEORGIA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

17-Mar-15 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

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

On behalf of its two projects "Strengthening Disaster Risk Reduction Capacities in Georgia” and “Harmonization of information management for improved knowledge and monitoring of the global environment in Georgia “ UNDP Georgia is looking for the Projects Administrative/Finance Assistant who will be contracted by and involved in implementation of the above mentioned projects on a 50/50% basis.

The overall objective of the project “Strengthening National Disaster Risk Reduction Capacities in Georgia” is to enhance national disaster risk reduction capacities for increasing the resilience to potential disasters caused by natural hazards by achieving the two outputs: i. disaster risk reduction and recovery related issues are mainstreamed in sectorial planning and national development programmes and frameworks; ii. national disaster preparedness capacities are strengthened for effective response at all levels. The project will provide the Government of Georgia with technical support in enabling a favorable environment for development of effective DRR system, through assisting in implementation of the National Plan of Action for Development of DRR Capacities. The project will facilitate the required change for increasing disaster resilience of Georgia, by providing guidance and strategic direction to develop and implement realistic plans and programmes suitable to needs and requirements of the country, based on the experiences and capacities of the stakeholders and national institutions.

The main goal of the project “Harmonization of information management for improved knowledge and monitoring of the global environment in Georgia” is to make the best practices and innovative approaches, for meeting and sustaining the Rio Conventions, available and accessible for implementation through national development policies and programmes. The project’s objective is to develop individual and organizational capacities in the Ministry of Environment and Natural Resources Protection, and the Environmental Information and Education Centre for improved monitoring of environmental impacts and trends for elaboration of collaborative environmental management.

Duties and Responsibilities

Under the overall supervision of the respective Projects Manager/National Project Officer the incumbent will provide finance management and administrative support for smooth implementation of the UNDP project in compliance with all relevant UNDP rules and regulations. The Assistant’s workload will be distributed equally between projects and agreed upon signature of the contract.

Summary of Key Functions:

Provision of administrative services:

Set up and maintain project files;
Collect project related information data;
Assist the Project Manager/National Project Officer to update project work plans;
Coordinate travel arrangements and logistical issues; Make necessary arrangements for the international and national experts’ missions, advise the stakeholders on all aspects of mission programming and logistics.

Project documentation management:

Review and maintain incoming and outgoing communications; draft correspondences, memos;
Maintain project filing system. Register and keep track of contracts and other documents related to the project according to the relevant UNDP rules and regulations;
Ensure Donor visibility in daily implementation of the project;
Compile, copy and distribute all project reports.

Financial, Procurement and HR Management:

Assist in the financial management tasks under the responsibility of the Project Manager;
Provide support in the use of Atlas (external module and intranet resources) for monitoring and reporting;
Support Project Manager/National Project Officer in future arrangements/financial planning. Be fully aware of the financial status of the project and be able to provide necessary information/data;
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;
Prepare Requests for Direct Payment and ensure it is accompanied with original and legal documentation that support this request for payment;
Prepare budget revisions to reflect the latest needs of the project;
Collect information and contribute to the preparation and timely submission of budget estimates, budget mid-year reviews; in coordination with the Project Manager/National Project Officer prepare and update monthly financial workplans;
Set up 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. Renew these contracts upon expiration;
Maintain a procurement plan, participate in conducting procurement tenders and prepare procurement contracts for goods and services;
Control project assets, maintain office equipment and keep inventory list;
Provide assistance in the HR related project matters throughout the entire recruitment process, contracting and timely disbursement of salaries;
Providing the above services to other project(s) as well if/when required at the decision of management;
Perform other duties as required.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Excellent interpersonal and communication skills;
Strong organizational and time management skills;
Good secretarial and writing skills.

Required Skills and Experience

Education:

Bachelor’s Degree in Business or Public Administration, finances or related field.

Experience:

Minimum 5 years of relevant experience in administration and/or programme support service;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience of work with international and/or donor organizations, national institutions is a strong asset;
Experience in handling of web-based management systems.

Language:

Fluency in the English and Georgian languages is a must;
Knowledge of Russian Language is an asset.