Administrative and Finance Officer (1 position) Level: SB 4/ Peg 1


Location : Programme Coordination Unit (PCU) at Kathmandu, NEPAL
Application Deadline :31-Jan-20 (Midnight New York, USA)
Additional Category :Democratic Governance and Peacebuilding
Type of Contract :Other
Post Level :Other
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
16-Mar-2020
Duration of Initial Contract :One year with possibility of extension
Expected Duration of Assignment :July 2022

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

The Constitution of Nepal turned Nepal into a federal state with three levels of government with the intent of transforming the country from a centralized unitary state into a federal country and to ensure economic equality, prosperity and social justice. The Constitution marks a fundamental paradigm shift in the system, structure and functioning of sub-national governance in Nepal. The move from a unitary to a federal structure of governance requires massive reorientation of the institutions, systems, work cultures and styles of functioning.
The Provincial and Local Governance Support Programme (PLGSP) is the national flagship programme of the Government of Nepal (GoN) to build institutional, organizational and individual capacity at all levels of government, with special focus on the provincial and local levels. The ultimate goal of the Programme is to attain functional, sustainable, inclusive and accountable provincial and local governance. The Programme aims to contribute to delivery of quality services at provincial and local levels, promote better local infrastructure and enhance economic prosperity. The Programme will achieve 14 outputs under the following three outcomes:

  • Government institutions and inter-governmental mechanisms at all levels are fully functioning in support of federal governance as per the Constitution; 
  • Provincial and local governments have efficient, effective, inclusive and accountable institutions; and
  • Elected representatives and civil servants at provincial and local governments have the capacity and serve citizens to their satisfaction. 

The PLGSP serves as an umbrella programme of the Government in providing capacity development support to the provincial and local governments. As such, the Programme will establish a common framework for coordination and coherence of all governance-related programmes at the provincial and local levels and accommodate other donor-funded programmes. Thus, the PLGSP will provide a coherent approach to capacity development under the federal system. 
The Ministry of Federal Affairs and General Administration (MoFAGA) is the executive agency of the Programme. The seven provincial governments, the 753 local governments, the restructured Local Development Training Academy (LDTA) and seven provincial-level training centres (Provincial Centres for Good Governance) are the responsible parties for the implementation of the Programme. The Programme is supported by international development partners, namely, the Department for International Development (DfID) of the United Kingdom, the European Union (EU), the Government of Norway, the Swiss Agency for Development and Cooperation, and the United Nations. 
MoFAGA is partnering with UNDP to support the implementation of the Programme through Technical Assistance (TA). The TA support will focus on handling the efficient recruitment process of the staff (108 positions), capacity building and knowledge enhancement, supply of consultancy services, procurement of equipment and vehicles, and the orientation and capacity building support to the staff, as well as provision of continuous backstopping support.
In this context, the Admin-finance Officer (AFO) will be responsible to manage overall administration and financial management of the programme and will be involved in providing necessary support in preparing Annual Strategic Implementation Plan (ASIP), Annual and Quarterly Work Plans and financial reporting of the Programme. 


Duties and Responsibilities

Under the overall supervision of the NPM (National Programme Manager), the Admin-finance Officer will be responsible for providing overall financial and day to day administrative support for smooth and effective implementation of the programme activities of Provincial and Local Governance Support Programme (PLGSP).

Overall Roles and responsibilities:

  • Take lead on efficient and effective operation of financial management and administration of the PLGSP;
  • Ensure proper planning, internal control system and safeguard measures for efficient and effective use of financial and other resources of the programme;
  • Take lead on preparation of budgets, periodic expenditure reporting, donor reporting and other financial reports;
  • Maintain complete sets of books of accounts and financial records in daily basis following standard accounting principles and National Implementation Guidelines (NIM); 
  • Maintain accurate personnel records of the project personnel as required;
  • Properly manage bank and cash operation of the Technical Assistance to PLGSP;
  • Ensure proper compliance with relevant policies and value for money of all expenditure before making payments;
  • Assist NPM in preparing annual and quarterly work plan and periodic reporting;
  • Assist in administrative work and provide logistic support for smooth implementation of programme;
  • Provide logistic support to conduct meetings, training, workshops, conferences and seminars;
  • Support in preparing for the annual audit exercise and spot checks and ensuring continue follow ups on the implementation of audit findings;
  • 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 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, employment contracts systematically and periodically report to the NPM on the necessary follow-up actions;
  • Supervise and provide support to all administrative and finance support personnel and their works (procurement, filing, record keeping of personnel management) of PCU, Provincial Programme Implementation Unit (PPIU) and Provincial Centre for Good and Governance (PCGG);
  • Keep abreast of the financial regulations of the Government and ensure compliance of all the provisions of NIM Guidelines of UNDP regarding personnel management, procurement, contracting and financial management;
  • 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;
  • Perform other administrative and financial duties related to the programme as assigned by NPM, and National Programme Director (NPD);
  • Facilitate in collaboration with Gender and Social Inclusion Specialist in creating an enabling environment to address Gender Equality and Social Inclusion (GESI) issues;  
  • Ensure project activities and project budget is GESI Responsive; and
  • Liaise with Country Office GESI Advisor as per the need for effective implementation of the GESI strategy and other guiding tools in programme budgeting.

Impact of Results
Smooth administration and financial planning and management of the programme; proper documentation of all payments related to programme expenses; value for money ensured; proper maintenance of financial records, personnel, procurement and inventory.


Competencies

Corporate Competencies:

  • Demonstrates integrity by modelling the Government of Nepal (GoN) and UN’s values and ethical standards;
  • Serves and promotes the vision, mission, and strategic goals of GoN and UNDP;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Good inter-personal skills;
  • Clear and upfront communication skills;
  • Treats all people fairly without favouritism;
  • Organized and good with following-up on pending issues; meets deadlines;
  • Promote learning and knowledge management/sharing;
  • Focuses on delivering results by taking calculated-risks and problem-solving approach;
  • Fair and transparent decision making; regularly shares information with team members;
  • Actively works towards continuing personal learning and development.

Functional Competencies:

  • Promotes sharing of knowledge and experience, and actively works towards continued learning and development on personal level as well as for supervisees;
  • Good practical knowledge of inter-disciplinary development issues;
  • Ability to go beyond established procedures and models, propose new approaches which expand the range of projects;
  • Demonstrates strong numerical and analytical skills;
  • Has experience working with Monitoring and Evaluation tools;
  • Experience in developing business plans for financial institutions including energy enterprises;
  • Experience in coordination, technical assistance and advisory support top government and private institutions;
  • Experienced in delivering training and other needed capacity/ institutional building support to a wide range of stakeholders including financial institutions;
  • Demonstrates excellent organizational and administrative skills;
  • Identifies and communicates relevant information for a variety of audiences for advocating GoN and UNDP’s mandate;
  • Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders;
  • Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position;
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
  • Demonstrates good knowledge of information technology and applies it in work assignments;
  • Effectively networks with partners seizing opportunities to build strategic alliances relevant to GoN and UNDP’s mandate and strategic agenda;
  • Assesses project performance to identify success factors and incorporates best practices into project work;
  • Monitors specific stages of programme implementation;
  • Researches linkages across programme activities to identify critical points of integration; and
  • Oversees and documents the process of strategy formulation for programmes at Project level.


Required Skills and Experience

Education:

  • Master's or Bachelors' degree in Management, Commerce and Accounts.

Experience:

  • At least three years of experience for Master’s Degree and six years for Bachelor’s Degree with hands-on experience in the area of finance and administration in Development Partners’ funded Programme/projects or other related organizations;
  • Should possess a good financial, accounting and reporting skills as well as exposure in administration of programmes;
  • Must have excellent skills in computer (Windows, Word, Excel, and Power Point); should able to operate financial packages independently;
  • Demonstrated track record of delivering high quality reports on time; and
  • Experience of working in a government-managed programme would be an advantage.

Language Requirements:

  • Good knowledge of English, fluency in the language of the duty station.



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