UNDP Jobs - 110387- Admin and Finance Associate

Admin and Finance Associate

Location :

Manila, Philippines, PHILIPPINES

Type of Contract :

NPSA (Regular)

Starting Date :

01-Jan-2023

Application Deadline :

12-Dec-22 (Midnight New York, USA)

Post Level :

NPSA-6

Duration of Initial Contract :

one year

Languages Required :

English

Expected Duration of Assignment :

one year

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 Philippines is one of the fastest growing economies in Southeast Asia and plays an important role in the stability of the region. Environmental degradation and more frequent climatic events are likely to be key political, economic, and security disrupters over the longer term. Humanitarian crises can undermine growth, reverse development gains, increase poverty, and cause instability that can last for decades. To address this challenge, the United Nations Development Program (UNDP) through the support of the Government of Australia Department of Foreign Affairs and Trade in the Philippines (DFAT), is implementing the Strengthening Institutions and Empowering Localities Against Disasters and Climate Change (SHIELD) Program. Australia invested AUD18 million in SHIELD which aims to make all people in target communities safer and more resilient to the impacts of natural hazard events and climate change. This will be realized by achieving three interdependent components:

                        1. Component 1: Government, private sector, and civil society stakeholders in targeted
                           local government units (LGUs) are collaborating to unlock funding and implementing
                           informed and inclusive resilience actions
                      2. Component 2: Relevant national government agencies (NGAs) are prioritizing action on
                           local climate and disaster resilience
                       3. Component 3: Philippine scientific agencies are producing tailored and accessible
                           information for local resilience action

The SHIELD Program is implemented in partnership with the Government of the Philippines through the Department of Interior and Local Government and four Consortium Partners, namely, United Nations Human Settlement Program (UN-HABITAT), Philippine Business for
Social Progress (PBSP), National Resilience Council (NRC), and the Consortium of Bangsamoro Civil Society (CBCS). The program will assist 11 vulnerable provinces, Metro Manila and the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM).UNDP has set up a SHIELD Support Unit (SSU) responsible for the day-to-day operations of the program. The SSU will undertake key functions to support the SHIELD Program Board, Executive Committee, Program Management Team, and collaborate with Multistakeholder Partners at the national and sub-national levels.

Duties and Responsibilities

The Administrative and Finance Associate will work closely with the SHIELD SSU, UNDP Country Office teams and program stakeholders to ensure relevant requirements are fulfilled in a timely manner with the required quality, following standards in line with UNDP guidelines and
procedures. Based on the above described, the UNDP an Administrative/Finance Associate’s scope of work will be composed of the following:

• Initiate and coordinate development and finalization of the SHIELD Annual Work and Financial Plans;
• Bear responsibilities for logistics, procurement and recruitment for the project, following corporate UNDP rules and regulations;
• Keep records of project funds and expenditures, and ensure all project-related financial documentation are well maintained and readily available when required by the Project Manager;
• Review project expenditures and ensure that project funds are used in compliance with the Project Implementation Plan (PIP) and UNDP financial rules and procedures;
• Review annual budgets and project expenditure reports, and notify the Program Adviser and Project Managerif there are any discrepancies or issues;
• Contribute to the required project progress thematic and financial reporting based on the donor (DFAT) and UNDP requirements and its submission to the Program Board consideration;
• Liaise and follow up with the responsible parties for implementation of project activities in matters related to project funds and financial progress reports
• Consolidate progress and financial reports submitted by Consortium Partners and other stakeholders
• Support vendor set-up in Atlas
• Coordinate assets management with the CO and prepare and submit periodic inventory reports.
• Provide administrative and secretariat support to meetings, workshops, conferences, missions, retreats
• Coordinate travel arrangements, process travel expense claims, follow up submission of travel authorizations and supporting documents
• Maintain filing system
• Maintain and update SHIELD Contact List and share with program stakeholders on a regular basis
• Provide support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters

Competencies

          Core
          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 & Technical competencies*
Thematic Area	Name	Definition
Business Direction & Strategy	Strategic Thinking	Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities. linking the vision to reality on the ground and creating tangible solutions. Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP
Business Development	Knowledge Generation	Ability to research and turn information into useful knowledge, relevant for content, or responsive to a stated need
Business Development	Integration within the UN	Ability to identity, and integrate capacity and assets of the UN system, and engage in joint work: knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations
Business Management	Communication	Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication, to tailor messages and choose communication methods depending on the audience
General	Event planning and execution:	Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP's overall brand and mandate.
Administration & Operations	Events management	Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Required Skills and Experience

Min. Education requirements	-Secondary education is required or. -Bachelor’s degree in Finance, Economics, Business Administration and Management, Planning, Social Sciences, Environmental sciences, and/or any other related field will be given due consideration.
Min. years of relevant work experience	Minimum 6 years (with secondary education) or 3 years’ (with bachelor’s degree) relevant experience in administration and finance preferably in a project management setting involving a multi-lateral/ international funding agency. Experience in handling web-based management systems. Previous experience with UNDP or UN project will be a definite asset. Experience in handling web-based management systems is an asset.
Required skills	Sound understanding of key software packages (MS Office) Strong financial and administrative skills, result and client-orientation, ability to work in a team. Ability to work under pressure and with tight deadlines, ethics and honesty. Ability to use information and communication technology as a tool and resource. Ability to handle multiple tasks simultaneously and ability to prioritize.
Desired skills in addition to the competencies covered in the Competencies section	Experience with UN ERP systems
Required Language(s)	Fluency in English and Pilipino
Professional Certificates	N/A