UNDP Jobs - 51096- Administrative and Finance Officer- NPPP II

Administrative and Finance Officer- NPPP II - (Open to Nepalese Nationals only) - NEX Project

Location :

Kathmandu, NEPAL

Type of Contract :

Other

Starting Date :

01-Jan-2015

Application Deadline :

20-Nov-14 (Midnight New York, USA)

Post Level :

Other

Duration of Initial Contract :

One year (Subject to satisfactory performance)

Languages Required :

Expected Duration of Assignment :

Up to the end of the project

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

UNDP is a key implementer of peace building initiatives to support Nepal’s peace process. A Peace Building and Recovery Unit (PBRU) was established in 2007 and has been providing dedicated assistance to key peace building activities related to constitution building, support to the discharge and rehabilitation of former Maoist army combatants, capacity development to strengthen national and local-level peace building mechanisms, and support to develop collaborative leadership and other peace building capacities.

The signing of the Comprehensive Peace Agreement (CPA) in Nov 2006 brought a halt to the immediate violence although there are still many issues to be resolved and new threats are emerging as Nepal proceeds in consolidating its peace process. Current challenges relate to meeting people’s aspirations for a greater political voice, broader social and economic inclusion and better access to resources, jobs and services as well as the promulgation of a more inclusive constitution. Rule of law and security remains important areas for prioritisation and programming.

Armed Violence Reduction and Strengthening Community Security Project AVRSCS (2014-2016) is a joint undertaking by the Ministry of Home Affairs (MoHA) and United Nations Development Program (UNDP). The project aims to strengthen the evidence base to contribute to measurable reduction in the risks and incidence of armed violence in Nepal. At the grassroots level, the project is supporting inclusive and participatory community security planning process as well as conducting awareness rising on armed violence.

Currently, the AVRSCS project is in the process of hiring Administrative and Finance Officer. Under the overall guidance and directly reporting to the National Project Manager, the AFO shall be responsible for all financial, administrative and logistical functions to ensure smooth delivery and implementation of project, detailed in the duties and responsibility section.

Duties and Responsibilities

Under the guidance and direct supervision of the NPM with oversight of NPD and the Program Analyst of Peace building and recovery unit at UNDP; the AFO will be responsible for all administrative, financial and logistical processes/functions for the implementation of the project. The AFO will have direct oversight responsibility of Finance Associate and Administrative Associate as well as support staff including drivers and will have to closely work and liaise with Field Coordinator and relevant Project Officers to ensure smooth implementation of Project activities. More specifically, the AFO will be responsible for the following:

Support for project management and implementation:

Assist and advise the National Project Manager NPM and the project team in the development of project work-plans including Annual and Quarterly Plans with particular attention to Budget, Human Resource and Procurement plans;
Ensure timely and effective implementation of HR and procurement plans by preparing all necessary documents as per the rules specified in the NIM Guidelines and supporting the HR and Procurement units at UNDP;
Oversee and ensure efficient project procurement i.e. technical bids, financial bids, proposals and contracts following the provisions of the NIM Guidelines;
Oversee drafting of Letter of Agreements, Memorandum of Understandings, Cost-sharing agreements, Contracts with implementing partners, and other such documents as per UNDP’s rules, regulations, and formats in close coordination with project administration and finance associate;
Oversee the management of various contracts with implementing partners—government entities, NGOs, UN agencies, etc.
Support the NPM to update various logs in Atlas/NAVISION and to keep the project dashboard updated.

Administrative and logistical responsibilities:

Supervise the records of staff leave and maintain records as per the guidelines and provide status of leave to the staff regularly.
Maintain accurate financial and personnel records of the project as required by UNDP and NEX guidelines;
Manage all correspondence related to administrative and financial matters of the Project, especially related to procurement, recruitment, resource mobilization, partnership building, etc in line with the NIM guidelines;
Ensure the proper maintenance of the record keeping and filing system related to administration, logistics, equipment and vehicles of the project;
Prepare procurement plan and assist UNDP in the procurement of goods and services;
Oversee and ensure proper logistical arrangements in organizing the Project Board meeting.

Financial management:

Assist the NPD and NPM in matters related to financial and administrative functions of the project including travel expenditure and its approval;
Prepare financial advance requests to be submitted to Donors/UN agencies on quarterly basis and maintain bank reconciliation, financial transaction and certification of expenditure reports;
Prepare Quarterly expenditure plans (shadow budget) based on approved budget as per requirement of UNDP;
Complete financial reports of the project and report to the National Project Director (NPD) through NPM as and when required. Examine and assess quarterly and annual financial reports;
Assess the budget heads and ensure its expenditure is as per the approved annual/quarterly work plans;
Prepare and submit periodic financial reports and Combined Delivery Report (CDR) for submission and necessary certification through the Project Manager to UNDP;
Manage annual audit exercise, prepare audit follow-up action plans, and ensure that the action plan is implemented;
Conduct analysis of the project budget allocation and expenditure from a gender and social inclusion perspective under the guidance of the NPM;
Prepare the plan of expenditure and assist NPD/ NPM in securing authorizations from UN agencies and others for approval;
Inspect, supervise and monitor the project account and financial management as per the work plan and guidelines of the project;
Supervise the Administrative Assistants and Finance Assistant work in preparing vouchers and process payments for all the financial transaction and process payment request including to UNDP country office.

Assets/Fleet Management

Supervise and maintain equipment, vehicles and assets of the Project for security and proper functioning;
Ensure that proper inventory of all components of vehicles are maintained and checked frequently;
Ensure full compliance of UN rules and regulations, policies and strategies on travel management and ensure that vehicles are used in accordance with UN rules and regulations and that vehicle usage date is correctly recorded.

Support any other Project-related activities as required by the Project Management.

Impact of results

The key results have an impact on the overall efficient execution of Project Administrative, financial and logistical services and consequently, result in the success of the project.

Competencies

Corporate Competencies:

Demonstrated high moral integrity by modeling the UN’s values and ethical standards.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional competencies:

Project Management and learning

Shares knowledge and experience.
Good understanding of project management including administration and logistics support.

Leadership and Self-Management

Positive, constructive attitude;
Strong oral and written communication skills;
Exhibits openness to change and ability to manage complexities;
Ability to work and act under pressure with tight dealines and with discretion in politically sensitive environment with a minimum of comfort;
Ready to work independently;
Responds positively to critical feedback and differing points of view;
Solicits feedback from staff about the impact of his/her own behavior.

Required Skills and Experience

Education:

Masters degree in management, accounting, administration, or human resource management.

Experience:

At least 5 years of progressive work experience in administration and finance and logistics management;
Proven ability to work with multiple partners such as the Government, NGOs, local government, UN agencies, etc.;
Knowledge of project planning, project finance, and project management procedures that UNDP follows will be a strong asset;
Previous experience with UN/UNDP in handling UN NEX project with sound knowledge of NEX guidelines will be preferred;
Excellent financial accounting including auditing and reporting as well as exposure in administration of project;
A strong background in logistic management/ book keeping and financial management;
Good understanding of the socio-economic, cultural and political contexts of project districts preferable.
Excellent knowledge of computer including Ms Office, spreadsheets.

Language:

Proficiency in English both reading and writing is essential.