UNDP Jobs - 58134- Finance and Administration Assistant (REACH)

Finance and Administration Assistant (REACH)

Location :

Suva, FIJI

Type of Contract :

FTA Local

Starting Date :

01-Sep-2015

Application Deadline :

28-Jul-15 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

1 Year

Languages Required :

English

Expected Duration of Assignment :

Renewable subject to performance and availability of funding.

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 the International Governance Specialist and REACH Project Coordinator, the Project Finance and Administration Assistant for the ‘Rights, Empowerment And Cohesion for rural and urban Fijians (REACH)’ Programme for Fiji provides programme administration and financial support services ensuring high quality, accuracy and consistency in the delivery of activities under the REACH Programme.

The Project Finance and Administration Assistant works in close collaboration with the operations, programme and project staff in the CO, counterparts in the Fiji Government and UNDP HQ as required to exchange information and support programme delivery.

Duties and Responsibilities

Financial, logistical and administration support for the implementation of REACH Programme through the UNDP Atlas system:

Performance of a Buyer role in Atlas and preparation of POs for travel activities;
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 POs;
Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents for Project staff and project activities;
Administrative support to conferences, workshops, trainings and other project forums;
Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions;
Arrangement of transportation, regular vehicle maintenance and insurance where applicable for Project vehicles;
Custodian for management of Project stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
Maintenance of the filing system ensuring safekeeping of confidential materials;
Extraction of data from various sources;
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
Assistance in the preparation of budget, provision of information for audit.

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

Maintenance of records on assets management, preparation of reports;
Maintenance of files and records relevant to office maintenance;
Provision of support to maintenance of common premises and common services.

Support knowledge building and knowledge sharing for the Fiji REACH Programme , focusing on achievement of the following results:

Participation in the training for the operations/projects staff on administration and financial management;
Sound contributions to knowledge networks and communities of practice.

Supports resource mobilization focusing on achievement of the following results:

Review of contributions agreement, managing contributions in Atlas for the Fiji REACH Programme.

Competencies

Core Competencies:

Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Shares knowledge and experience;
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.

Functional Competencies:

Ability to perform a variety of standard tasks related to Results Management, including screening and collecting of programme/ projects documentation, projects data entering, preparation of revisions, filing, provision of information;
Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems;
Good knowledge of Results Management Guide and Toolkit;
Focuses on result for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure.

Required Skills and Experience

Education:

Secondary Education preferably with specialized certification in Accounting and Finance;
University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.

Experience:

5 years of relevant administrative or programme experience is required at the national or international level;
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language:

Fluency in the UN and national language of the duty station.