UNDP AFG – Administrative and Finance Associate (NPSA6) – 8 Positions


Location : Multiple location: Bamyan, Gardez, Herat, Jalalabad, Kandahar, Kunduz, Mazar-I-Sharif, Kabul, AFGHANISTAN
Application Deadline :19-May-22 (Midnight New York, USA)
Additional Category :Crisis Response
Type of Contract :NPSA (Regular)
Post Level :NPSA-6
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
15-Jun-2022
Duration of Initial Contract :One Year with possibility for 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

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and the planet. UNDP has been working in Afghanistan for more than 50 years on climate change and resilience, gender, governance, health, livelihoods, and rule of law. Under the broader framework of the Sustainable Development Goals (SDGs) and in close coordination with other UN agencies, UNDP is supporting the Afghan people’s aspiration for peace, prosperity, and sustainability. UNDP is currently implementing its flagship crisis response programme, ABADEI (Area Based Approach to Development Emergency Initiatives), as part of the ongoing UN-led response to prevent a humanitarian catastrophe and the breakdown of Afghanistan’s economy following the August 2021 shift in power.

The ABADEI Strategy is a tailored area-based integrated programming approach to support basic human needs, complementing short-term humanitarian life-saving assistance with the safeguarding of livelihoods and the strengthening of community resilience. It is centered around addressing worsening poverty and vulnerability, supporting community resilience and social cohesion, addressing climatic vulnerability and enabling the rehabilitation of small-scale infrastructure vital for basic human needs. It supports the creation of immediate sources of income through vocational skills training, cash-for-work, cash for the market, small businesses and livelihood opportunities with a particular focus on agri-business and regenerative agriculture infrastructure and services (critical for food security) that are under threat. It is sensitive to the chronic and newly emerging vulnerabilities of Afghan women and girls and aims at providing them assistance in a manner that does not exacerbate their susceptibility to violence and deprivation of opportunities and rights.

Under the guidance and direction of the Programme Manager and the direct supervision of the Area Manager, the Administrative and Finance Associate will be responsible for providing administrative, coordination and financial management support.


Duties and Responsibilities

ONLY CURRENT AFGHANISTAN NATIONALS AVAILABLE FOR EMPLOYMENT AND WILLING TO TRAVEL IN KABUL AND THROUGHOUT VARIOUS LOCATIONS IN AFGHANISTAN, ARE ELIGIBLE TO APPLY FOR THIS POSITION. ALL OTHER APPLICANTS WILL NOT BE CONSIDERED.

The incumbent will undertake the following to ensure the success of the project:

  • Support in implementation of operational and financial management strategies.
  • Ensure effective administrative support.
  • Support to ensure knowledge building and knowledge sharing.

1. Support in the implementation of operational and financial management strategies, focusing on the following results:

  • Support AFA to ensure proper planning, internal control system and safeguard measures for efficient and effective use of financial and other resources of the ABADEI programme.
  • Ensure full compliance with UN/UNDP rules, regulations, and policies of financial activities, and financial recording/reporting system.
  • Support AFA on the preparation of budgets, periodic expenditure reporting, donor reporting and other financial reports.
  • Properly manage bank and cash operation of the PMU.
  • Maintain complete sets of books of accounts and financial records on a daily basis following standard accounting principles. 
  • Support AFA in analysis and monitoring of the financial situation, presentation of forecasts for the ABADEI program, and monitoring of financial exception reports for unusual activities, and transactions.
  • Ensure financial transactions are authorized, recorded, and filed with adequate supporting documentation.
  • Preparation and monitoring of budgets; regular analysis and reporting on the budget approvals and the delivery situation.
  • Provide coordination support in the audit and spot check process in accordance with UN/UNDP rules, regulations, policies and procedures including pre-audit preparations and ensure continuous follow-ups on the implementation of audit findings.

2. Ensure effective administrative support, focusing on the following results:

  • Support AFA in all administrative work for smooth implementation of ABADEI programme.
  • Assist AFA in preparing annual and quarterly work plans and periodic reporting for the specific region.
  • Assist in coordinating the travel of ABADEI staff, consultants and partners which relates to the implementation of ABADEI work plan.
  • Ensure availability, efficient deployment and regular maintenance of programme equipment, including vehicle (s), computers, and other equipment for operational purposes.
  • Prepare various contractual documents related to the procurement of goods and services ensuring adequate protection of the interest of the programme and follow-up on the status of the contract.
  • Maintain up-to-date personnel files, and employment contracts systematically and periodically report to the Area Manager on the necessary follow-up actions.
  • Ensure that vehicle logbooks are systematically maintained by the Driver, vehicles are in proper condition and office supplies are well stocked and properly accounted for.
  • Provide support in administering recruitment and procurement of goods and services in accordance with UNDP rules and procedures.
  • Perform other administrative duties related to the ABADEI programme as assigned by the Area Manager.

3. Ensures knowledge building and knowledge sharing, focusing on the following results:

  • Ensure facilitation of knowledge building and knowledge sharing and provide guidance to all stakeholders on financial and administrative matters.
  • Support the organization/conduct of training on financial management and administrative procedures.
  • Document lessons learned and best practices in Finance and administration.

Perform other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office.


Competencies

Core Competency

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.

Learn Continuously

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.

Adapt with Agility

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.

Act with Determination

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.

Engage and Partner

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.

Enable Diversity and Inclusion

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross Functional and Technical Competencies

Administration and Operations

ASSETS MANAGEMENT: Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run APAM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.

P-CARD PROGRAM MANAGEMENT: Knowledge of policy & procedures on P-Card management; ability to perform delinquency review and management, as well as P-Card compliance reviews and reporting; develop supporting tools to enhance P-card program and management.

DOCUMENTS AND RECORDS MANAGEMENT: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Finance

BUDGET MANAGEMENT: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

FINANCIAL REPORTING AND ANALYSIS: Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance.

Business Management

CUSTOMER SATISFACTION/CLIENT MANAGEMENT: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.

MONITORING: Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.


Required Skills and Experience

UNDP STRONGLY ENCOURAGES QUALIFIED WOMEN TO APPLY FOR AVAILABLE POSITIONS FOR WHICH THEY MEET THE STATED MINIMUM REQUIREMENTS

Application Requirement

All Applicants MUST complete and attach the UNDP Personal History-P-11 Form (found here) to their applications in the vacancy site.

Submission of personal resume or Curriculum Vitae (CV) will not be acceptable and candidates who fail to attach the above required P-11 form will not be considered.

Min. Education requirement:

  • High School Diploma is required or
  • Bachelor’s degree in Finance/Accounting, Business, or Public Administration will be given due consideration, or a professional accounting qualification from an internationally recognized institute of accountancy.
  • Long-listed candidates may be required to undergo the UNDP Accountancy & Finance Test (AFT).

Relevant Experience: 

  • Minimum of six (06) years with High School Diploma or three (03) years with Bachelor Degree of relevant experience in financial management and oversight, work in various aspects of administration including general admin, procurement and human resources.

Required Skills:

  • Ability to work independently, taking initiative, proactive, reliable and impartial.
  • Knowledge and experience in the usage of computers and office software packages (MS Word, Excel, etc.) and working knowledge of spreadsheet and database packages, as well as experience in the handling of web-based management systems.
  • Experience from previous UN assignments and/or multilateral and bi-lateral aid organizations would be an asset.
  • Internationally recognized accounting certification will be an advantage
  • Procurement Certification would be an asset.

Language Requirements:

Proficiency in English is required – both written and oral.

Fluency in local language of duty station Dari and/or Pashto is required.

ONLY CURRENT AFGHANISTAN NATIONALS AVAILABLE FOR EMPLOYMENT AND WILLING TO TRAVEL IN KABUL AND THROUGHOUT VARIOUS LOCATIONS IN AFGHANISTAN, ARE ELIGIBLE TO APPLY FOR THIS POSITION. ALL OTHER APPLICANTS WILL NOT BE CONSIDERED.



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