UNDP Jobs - 64295- Administrative and Finance Assistant, GAVI Health

Administrative and Finance Assistant, GAVI Health System Strengthening Project, Assam (Open to Indian Nationals Only)

Location :

State Capital of Assam, INDIA

Type of Contract :

Service Contract

Starting Date :

01-May-2016

Application Deadline :

20-Mar-16 (Midnight New York, USA)

Post Level :

SB-2

Duration of Initial Contract :

One year

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

Remuneration package is Rs 5,21,268/- per annum (taxable). UNDP also offers additional benefits which include medical insurance coverage and limited pension reimbursement for contract holder and encourages work life balance to its employees

Routine immunisation (RI) against vaccine preventable diseases (e.g. measles, polio, TB, tetanus, diphtheria, and whooping cough) is one of the most cost effective interventions for reducing childhood illness and mortality. Universal Immunization Programme (UIP) is an ambitious programme of the Ministry of Health and Family Welfare (MoHFW) that aims to reduce morbidity and mortality due to vaccine preventable diseases (VPD). Joint Review Missions and Common Review Missions organized by Ministry of Health and Family Welfare on a regular basis) have noted that whilst UIP performance in India has improved overtime, there still remain a number of key constraints impacting immunization coverage in the country. Further, there are significant inequities in vaccination coverage in different states based on various factors related to individual (gender, birth order), family area (area of residence, wealth, and parental education), demography (religion, caste) and the society (access to health care, community literacy level) characteristics.

The GAVI Alliance-funded Health System Strengthening (HSS) programme is one of the efforts of the Ministry of Health and Family Welfare (MoHFW) to improve the quality and level of immunization coverage in India.

Some of the main constraints currently preventing India from achieving a quality immunization programme with universally high coverage rates relate to Cold Chain and Vaccine Logistics Management. There is limited cold chain infrastructure and capacity in many states – even for routine UIP vaccines. Systematic efforts to identify gaps and address issues in cold chain and VLM have been conducted in recent years. Key constraints identified include: inadequate and poor infrastructure, HR issues including technical capacities; weak monitoring and MIS issues; and Vaccine management. These constraints have led to high breakdown rate of equipment, overstocking and stock outs, inadequate monitoring and supervision, poor management thus hampering improved vaccine coverage.

UNDP under the GAVI HSS grant 2014-2016 will address some of the above mentioned issues by the development of an integrated and innovative solution that aims to provide real time information of vaccines stocks at the various level of the Routine Immunization Programme as well as have real time information on the temperature at the various levels of storage in twelve states of the country namely Madhya Pradesh, Rajasthan, Uttar Pradesh, Gujarat, Odisha, Chhattisgarh, Jharkhand, Bihar, Assam, Manipur, Nagaland and Arunachal Pradesh.. Moreover, UNDP will strengthen the evidence base for improved policy-making on programmatic areas through a well developed and implemented national M&E plan and research framework.

For the specific purpose above UNDP intends to recruit the Administrative and Finance Assistant who will be based in Assam. The Administrative and Finance Assistant will work under the direct supervision of Senior Project Officer in the state.

Duties and Responsibilities

Major Duties and Responsibilities:

Support the financial management of projects which includes:

Operating ERP based Financial Accounting System for preparation of vouchers for the project (including the processing of vendor creation and settling of travel claims), maintenance of the internal expenditure control system, creation of requisitions in the system, making budget checks in the system;
Financial monitoring of contracts and bringing to notice of the Unit Head all issues needing attention;
Presentation of information for project audit.

Provide administrative assistance support for the following functions:

Organising workshops, seminars, and Steering Committee meetings;
Procurement support to the project by compiling and preparing contract documents and ensuring submission and follow-up with the UNDP procurement unit;
Booking arrangements for project related travel;
Maintenance of project inventory and preparation of inventory reports;
Maintenance of project files, documents, correspondence and communications;
Other routine office and administration functions.

Support the Senior Project officer in:

Follow up with Project Officers on financial and progress reports;
Organization and systematization of documentation and reference materials, including classifying and sorting important papers, and filing relevant papers and maintaining proper record of important files;
Necessary operational support for implementation functions and activities including organization of meetings and coordination in day to day activities.

HR Management:

Support Administrative and Finance Assistant at national level in ensuring proper management of Service Contracts;
Maintenance of leave records;
Supporting travel arrangements and claim processing;
Ensure organization of meetings and events and related processing of vouchers and claim settlement.

Perform any other tasks assigned from time to time by the Senior Project officer.

Competencies

Functional Competencies:

Job knowledge and technical expertise:

Understands the main processes and methods of work regarding to the position;
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
Demonstrates good knowledge of information technology and applies it in work assignments.

Communication Skills:

Good facilitation and communication skills;
Excellent writing and presentation skills.

Fundamental knowledge of processes, methods and procedures:

Understands the main processes and methods of work regarding to the position;
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
Demonstrates good knowledge of information technology and applies it in work assignments.

Data gathering and implementation of management systems:

Uses information/databases/other management systems;
Provides inputs to the development of simple system components;
Makes recommendations related to work procedures and implementation of management systems;
Excellent working knowledge of MS Office-Word, Excel, Access, Power Point, Intra-Internet, e-mail applications etc.

Maintains effective client relationships:

Reports to internal and external clients in a timely and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
Responds to client needs promptly;
Ability to liaise and work with people of different backgrounds;
Ability to work well under pressure.

Required Skills and Experience

Education:

Minimum Bachelor’s Degree in the field of Commerce, Sciences or related fields.

Experience:

At least 3 years professional experience in administration and finance management;
Experience of working in the State Government or other international development organization will be an asset;
Additional experience in the procurement of goods & services is desirable;
Experience in supporting information technology driven projects;
Should have computer knowledge in MS Office and other applications.

Language:

Excellent knowledge of written and spoken English is required;
A good working knowledge of local language of the duty station will be an asset.

Travel:

Limited travel within the state.

Note:

This Vacancy is open to Indian Nationals only. Interested applicants are required to apply online and attach a completed UNDP Personal History (P11) form available at: UNDP P11. Kindly note that only completed P11 forms will be reviewed. Only short-listed candidates will be contacted.

UNDP strives to have a workforce which reflects diversity and gender balance, and applies an equal opportunities approach. All selections are on merit.