Finance and Administrative Assistant



Advertised on behalf of :

Location : Dushanbe, TAJIKISTAN
Application Deadline :04-Feb-21 (Midnight New York, USA)
Additional Category :Gender Equality
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English   Russian  
Starting Date :
(date when the selected candidate is expected to start)
01-Apr-2021
Duration of Initial Contract :one year
Expected Duration of Assignment :One year, renewable

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

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

UN Women Tajikistan is embarking on a new Joint Project “Empowerment of ‘Families left behind’ for improved Migration Outcomes in Khatlon, Tajikistan” (2 years; implementing UN Agencies: FAO, IOM, UNICEF, UN Women). 

In the joint project UN Women will embrace number of aspects:

  • To give women more control over their time and labor, UN Women will support women to plan for livelihoods and dedicate more time to economic activity and community projects through implementation of an adapted Gender Action Learning System (GALS). Over 5,000 individuals will benefit from lessons and best practices shared during Community mobilization activities on the protection of rights.
  • In the framework of the project, partnering UN Agencies will ensure Government and NGO services have increased capacity to provide access to information and legal services on issues of family violence, access to land, civil status, migration and family tracing by supporting the Committee on women and family affairs under the Government of RT.
  • UN Women will facilitate policy and implementation planning at national and district levels through capacity building and technical support, consultation and study processes.

The joint project engages UN Agencies in a carefully integrated approach to ensure coherence and a comprehensive response to COVID-19.  

For this new project, UN Women in Tajikistan is seeking a Finance and Administrative Assistant.

Under the guidance and supervision of the Project Coordinator, the Finance and Administrative Assistant provides finance/administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Finance and Administrative Assistant promotes a client, quality and results-oriented approach.

The Finance and Administrative Assistant works in close collaboration with the Admin/Finance Assistant of the UN Women, Tajikistan, and Project Coordinator, and peers from other agencies to ensure consistent service delivery.


Duties and Responsibilities

Financial Functions:

  1. Implement financial tasks, in full compliance with UN Women rules, regulations, policies, and recording and reporting systems
  • Perform duties in full compliance with UN Women financial regulations and rules, policies and standard operating procedures, including internal controls;
  • Review and verify financial transactions, project activities and documentation; reporting any unusual activities;
  • Draft reports on financial status, procedures, exchange rates, costs and expenditures;
  • Collect, verify and present information and data for use in the planning of financial resources and the formulation of the Project: project work plan, budget, proposals on implementation arrangements and execution modalities;
  • Provide project inputs in Annual Work Plan entry in Results Management System (RMS) as required.
  • Advise on cost saving and reduction strategies;
  1. Prepare and administer Project budgets in full compliance of UN Women rules, regulations, policies, and recording and reporting systems
  • Formulate the budget, control allotments, monitor expenditures, and prepare revisions according to the needs of the project;
  • Track the appropriate and timely use of financial resources; 
  • Create project relevant activities in Atlas, prepare budget revisions, revise project awards and status; and determine unutilized funds;
  • Maintain internal expenditure control system;
  • Prepare VAT reimbursements with adequate documentation support;
  • Input data in Atlas and monitor status. Keep stakeholders and clients informed for timely action and/or decisions;
  1. Provide finance support to the Programme and Operations team
  • Monitor each month over-expenditure of budgets and follow up with Budget Owner;
  • Monitor regularly transactions posted to project ensuring actual expenditure has been recorded against correct budget category and activity, take timely corrective actions as required;
  • Monitor proper follow up of advances to implementing partners, review their financial reports together with project managers;
  • Monitor and proper follow up of all the financial items in Month-end and Year-end closure instructions status and under the guidance of the Operations Manager, take correction actions as required
  • Keep stakeholders and clients informed for timely actions/decisions and review status reports for quality control;
  • Provide information inputs to financial reports for Country Office, HQ Finance and stakeholders
  • Associate revenue and expenditure in commitment control for project.
  • Provide inputs and take necessary actions to facilitate timely financial project closure;
  • Support financial donor reporting by providing timely information and taking necessary actions as required by UN Women Virtual Global Service Centre for financial donor reporting;

Administrative Functions:

  1. Provide administrative and logistical support to the Project in accordance with UN Women rules, regulations, policies, and strategies
  • Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);
  • Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;
  • Provide administrative support to project conferences, workshops, retreats;
  • Provide administrative support to project property management;
  • Maintain filing system ensuring safekeeping of confidential materials.
  • Compile and process information from the project as inputs to various databases and documents.
  1. Provide administrative support to project office and assets management
  • Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
  • Maintain records on assets management and prepare required reports;
  • Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.

3.      Provide administrative support to the implementation of Human Resources services under the Project

  • Create and upload vacancy announcement, compile matrixes, organize interview panels, and other tasks, as assigned;
  1. Provide administrative support to knowledge building and knowledge sharing
  • Helping organize training events and activities
  • Collect and compile lessons learned and best practices of the project


Competencies

Core Values:

  • Respect for Diversity
  • Integrity
  • Professionalism

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues
  • Accountability
  • Creative Problem Solving
  • Effective Communication
  • Inclusive Collaboration
  • Stakeholder Engagement
  • Leading by Example

Functional Competencies

  • Strong knowledge of financial rules and regulations and accounting principles;
  • Strong knowledge and application skills of IT tools and understanding of management systems; 
  • Strong knowledge of spreadsheet and database packages;
  • Ability to provide input to business processes re-engineering, implementation of new systems;
  • Ability to administer and execute financial and accounting processes and transactions


Required Skills and Experience

Education and certification:

  • Completion of secondary education is required.
  • Specialized national or international certification in accounting and finance is an asset
  • Bachelor's degree in Finance, Accounting is an asset.

Experience:

  • At least 6 years of progressively responsible experience in finance and in administrative;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and spreadsheet and database packages, experience in handling of web-based management systems.
  • Experience in the use of ATLAS is an asset.

Language Requirements:

  • Fluency in English, Tajik and Russian is required;
  • Knowledge of the other UN official working language is an asset.

Applications:

  • All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employmentPlease group all documents into one (1) single PDF document as the system only allows one document to be uploaded.



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