UNDP Jobs - 60758- Project Administrative /Finance Assistant

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

Location :

Batumi, GEORGIA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

21-Oct-15 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

6 months with a 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

On behalf of its two projects " Green Cities: Integrated Sustainable Transport for the City of Batumi and the Achara Region (ISTBAR)” and “Expansion of Protected Areas network in Achara Region “ 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 objective of the “ISTBAR” project is to promote sustainable transport in the City of Batumi and Region of Achara in Georgia. This objective will be met through implementation of four (4) components: i) development of integrated sustainable urban transport plans for the City of Batumi and the Region of Achara; ii) development of specific feasibility studies and functional plans for low carbon transport in Batumi; iii) investments in sustainable urban transport measures in Batumi based on the feasibility studies; and iv) development of sustainable transport plans for other corridors of Batumi and other municipalities in Achara Region and Georgia.

The project ” Expansion of Protected Areas network in Achara Region” is designed to enhance the management effectiveness, biogeographically coverage and connectivity of Protected Areas of the Achara Autonomous Region of Georgia in order to better conserve the globally unique Colchic Forests (temperate rainforest). The project will support the government to bring about the functionally operation of the recently gazetted Machakhela National Park which will form the last link in a chain of 4 protected area units established to conserve the Colchic forests of the region.

Duties and Responsibilities

Under the overall supervision of the respective Projects Managers 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 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;
Secure the maintenance of the project vehicle and keep track of log book.

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 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 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:

Operational Effectiveness

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. Higher academic degree in respective disciplines will be an asset.

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 in handling of web-based management systems;
Experience of work with international and/or donor organizations, national institutions is a strong asset.

Language Requirements:

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