UNDP Jobs - 45790- Administration and Finance Associate

Administration and Finance Associate - Police Reform Programme Project (Only Bangladeshi Nationals are eligible to apply)

Location :

Dhaka, BANGLADESH

Type of Contract :

Service Contract

Starting Date :

01-Jun-2014

Application Deadline :

28-Apr-14 (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

Under the guidance and supervision of the Administration and Finance Expert and overall guidance of Operations Manager, the Finance Associate ensures effective execution of financial services and processes in the Police Reform Programme (PRP) and transparent utilization of financial resources. The Finance Associate promotes a client-oriented approach consistent with UNDP and Government of Bangladesh rules and regulations.

The Administration and Finance Associate can supervise clerical and support staff of the Finance Unit. The Administration and Finance Associate works in close collaboration with the PRP operations team, programme components and UNDP Country Office (CO) operations and programme clusters for resolving complex Administration and Finance-related issues and information exchange.

Duties and Responsibilities

Summary of Key Functions:

? Implementation of operational and financial management strategies
? Administration of budgets and cost-recovery system
? Accounting. Finance and Administrative support
? Monthly payroll
? Project cash management
? Support to administrative and logistical services
? Support to office maintenance and assets management
? Facilitation of knowledge building and knowledge sharing

1. Ensures implementation of operational and financial management strategies, adapts processes and procedures focusing on achievement of the following results:

Full compliance with UN/UNDP and NEX-NIM rules/regulations, policies and guidelines of financial and administrative processes, financial records and reports and audit follow up; implementation of the effective internal control framework.
CO/PRP finance and administration business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance and Administration in consultation with the direct supervisor and office management.
Provision of inputs for implementation of cost-saving and reduction strategies in consultation with the office management.
Provide support in preparation of cost sharing and trust fund agreements, follow up with UNDP CO on receipt of funds.

2. Ensures administration of budgets focusing on achievement of the following results:

Preparation and modifications of shadow budget and the budget for the project, follow-up with CO on allocation/receipt of funds.
Presentation of researched information for planning and status of financial resources of the PRP.
Timely review of GMS charged to the project; presentation of ATLAS report focusing on GMS charges to the PRP management on half yearly basis.

3. Provides accounting and administrative support to the Administration and Finance Unit:

Prepare and maintain quarterly NEX – NIM advances and financial reports.
Process financial claims and facilitate approvals ensuring appropriate documentation and records are in place following UNDP and NEX – NIM guidelines/rules and regulations.
Proper control of the supporting documents for payments and financial reports for NEX - NIM; preparation of all types of vouchers and payments execution.
Proper receipting of goods and services and establishment of accruals.
Timely accounts closure.
Maintain the internal expenditure control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in ATLAS; travel claims and other entitlements are duly processed; Timely corrective actions undertaken on un-posted vouchers, including the vouchers with budget check errors, match expectations and unapproved status;
Timely VAT reimbursements.
Focal point during any audit exercise (NIM/DIM).
Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
Administrative support to conferences, workshops, retreats.
Maintenance of the filing system ensuring safekeeping of confidential materials.
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
Translation of simple correspondences, when needed.

4. Ensures proper project cash management functioning, office maintenance and assets management focusing on achievement of the following results:

Timely review of cash position for NEX local account to ensure sufficient funds on hand for disbursements.
Timely and accurate preparation of bank reconciliations.
Timely preparation of monthly cash flow forecast for use by Operations Manager/ Administration and Finance Expert.
Maintenance of records on assets management, preparation of reports.
Maintenance of files and records relevant to office maintenance.

5. Ensures facilitation of knowledge building and knowledge sharing in the project focusing on achievement of the following results:

Organization of trainings for the operations/ projects staff on Finance.
Synthesis of lessons learnt and best practices in financial management.
Sound contributions to knowledge networks and communities of practice.

Competencies

Functional Competencies:

Building Partnerships

Level 1.1: Maintaining information and databases
? Tracks and reports on mobilized resources

Promoting Organizational Learning And Knowledge Sharing

Level 1.1: Basic research and analysis
? Researches best practices and poses new, more effective ways of doing things
? Identifies and communicates opportunities to promote learning and knowledge sharing

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures
? Understands the main processes and methods of work regarding to the position
? Possesses knowledge of organizational Government of Bangladesh policies and procedures relating to the position and applies them consistently in work tasks (specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting).

? 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

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change
? Documents ‘best practices’ in organizational change and development within and outside the UN system
? Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems
? Uses information/databases/other management systems
? Makes recommendations related to work procedures and implementation of management systems

Client Orientation

Level 1.1: 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
? Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1: Gathering and disseminating information
? Maintains databases

Core Competencies:

? Demonstrate corporate knowledge and sound judgment
? Self-development, initiative-taking
? Acting as a team player and facilitating team work
? Facilitating and encouraging open communication in the team, communicating effectively
? Creating synergies through self-control
? Managing conflict
? Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
? Informed and transparent decision making

Required Skills and Experience

Education

Bachelor degree in Business, Finance, Management or related area. University Degree in Finance, Business or Public Administration desirable.

Experience:

6 years of progressively responsible finance, accounting and administration experience is required preferably with UN system;
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages;
Experience in handling of web based management systems and ERP financials, preferably PeopleSoft;
Knowledge of IPSAS and/or IFRS required;
Familiarity with UNDP and national execution rules, regulations and procedures will be a significant advantage;
Initiative and sound judgment; and
Capacity to work independently and as a team member team player;

Language Requirements:

Fluency in English and Bangla languages (oral and written).