UNDP Jobs - 55497- PMU Administrative/Finance Assistant

PMU Administrative/Finance Assistant - (Open to Kyrgyzstan Nationals Only)

Location :

Bishkek, KYRGYZSTAN

Type of Contract :

Service Contract

Starting Date :

01-Jun-2015

Application Deadline :

24-Apr-15 (Midnight New York, USA)

Post Level :

SC-5

Duration of Initial Contract :

6 months with possible extension

Languages Required :

English Russian

Expected Duration of Assignment :

1 year with possible 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

Under the overall guidance of PMU Manager and direct supervision of respective Specialist the Administrative/Finance Assistant provides administrative/finance services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Administrative/Finance Assistant promotes a client, quality and results-oriented approach.

The Administrative/Finance Assistant works in close collaboration with the Operations and Programme Units in the CO and project personnel to ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

Implementation of operational strategies
Provision of accounting, administrative, procurement, HR and logistical support
Provision of support to office maintenance and assets management
Support to knowledge building and knowledge sharing

Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative, procurement and HR activities with UNDP rules, regulations, policies and strategies.
Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies
Provision of inputs to preparation of workplans.

Provides administrative, finance, procurement, HR and logistical support, focusing on achievement of the following results:

Interpretation and implementation of procedures and rules related to administrative, procurement, financial and personnel matters and ensure their compliance.
Administrative support to organization of conferences, workshops, retreats, study tours, etc.
Arrangement of travel and hotel reservations, preparation of travel authorizations.
Provision of all necessary support in organization of the above, as well as report to submission to UNDP office.
Full compliance of procurement activities with UNDP rules, regulations, policies and strategies.
Timely preparation and updating of procurement plans for the Programme.
Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
Preparation of requests with all supporting documents for issuance of Purchase orders, contracts, subcontracts and other documents related to procurement of goods and services.
Creation of requisitions in Atlas, registration of goods receipt in Atlas, budget check for requisitions.
Serving as a focal point in procurement processing for the Programme/Project
Preparation of submissions to the Contract, Assets and Procurement committee (CAP) and Advisory Committee on Procurement (ACP)
Undertaking joint procurement activities under combined Purchase Orders for stationery, computer hardware, photocopiers; joint contracts for computer maintenance, air-conditioning maintenance, shipping services, etc.
Certifying availability of funds and ensuring that the activities are in line with the approved workplan and budget levels.
Monitoring regularly the Programme budget, provision of timely advice to the Programme Coordinator on fund limitations and obtaining approval of budget revision(s) from UNDP.
Provision of information for reports on financial status, procedures, exchange rates, costs and expenditures and potential funding problems.
Assistance in proper control of the supporting documents for payments and financial reports for the Programme/Project; payment execution and monitoring payment status;
Preparation of budget revisions per established rules;
Ensuring the accurate book-keeping of advance funds received and preparation of reports, where relevant;
Processing of financial documentation (vouchers, supporting documents, etc.) and maintaining internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims, monthly payment orders (MPOs) and other entitlements are duly processed;
Preparation and handling the routine correspondence related to general administration, procurement, financial and personnel matters; faxes; memoranda and reports in accordance with UNDP rules and procedures;
Maintenance of files related to personnel, finance, procurement, administrative, logistical, programme/project matters;
Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans;
Assistance to the Audit and prepare necessary documents;
Ensure timely extension of personnel contracts;
Ensure proper absence management for Programme/project personnel;
Proper transfer of project archive to supervisor;
Performance of other duties as and when required.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

Monitoring the Inventory Records, maintain the records and files on assets management, distribute the stationery to personnel and provide advice on procurement of goods to avoid unnecessary purchase.
Maintenance of files and records relevant to office maintenance.

Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Participation in the training for the operations/projects staff on administration, procurement, finance and HR.
Briefing personnel on general administrative, financial and personnel matters.

Competencies

Promoting ethics and integrity, creating organizational precedents;
Creating an environment of creativity and innovation;
Building and promoting effective teams;
Creating and promoting enabling environment for open communication;
Creating an emotionally intelligent organization;
Sharing knowledge across the organization and building a culture of knowledge sharing and learning;
Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Fair and transparent decision making; calculated risk-taking.

Required Skills and Experience

Education:

Secondary education;
Certificates in finance/accounting

Experience:

3 years of relevant administrative and accounting/ financial experience at national and/or international level is required;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Practical experience in procurement is an asset.

Language Requirements:

Fluency in English and Russian;
Knowledge of Kyrgyz is an asset

Application:

Applications without the UNDP Personal history form (P.11) will not be considered. Please download P.11 form from http://www.kg.undp.org/content/kyrgyzstan/ru/home/operations/jobs/.
Please upload P.11 form instead of CV.
Please group all your documents into one (1) single PDF document as the system only allows to upload maximum one document.