Admin & Finance Officer

United Nations Development Programme, Kathmandu, Nepal

Skill Required:, Business Development/ Resource MobilizationFinance and Accounts
Preferred Experience: 
5 years
Closing Date for Applications: 
16th February, 2019


Job Description

Background

The newly established Federal Parliament and provincial assemblies are the most important democratic institutions in Nepal. Since 2008 UNDP has supported Constituent Assembly and later the Legislature Parliament in their tasks of participatory constitution-building, law-making and oversight. It was initially undertaken through the UNDP supported project, Support to Participatory Constitution-Building in Nepal (SPCBN). In 2015 the SPCBN project was replaced by/transformed into a more comprehensive programme, Parliament Support Project (PSP). UNDP is now proceeding with a second phase of the project.

PSP II will focus on strengthening the Federal Parliament and provincial assemblies of Nepal. The main counterpart is the nine parliament secretariats and the committees established in each parliament. The project aims at strengthening the institution parliament as such in its role as legislator, oversight body and representative of the people. PSP II will focus on five specific outputs: (i) the effectiveness of parliaments to participate in PFM at the national and sub-national levels; (ii) the ability of parliaments to be fully engaged in the implementation of the 2030 Agenda and the SDGs through their roles in law-making and oversight; (iii) increased transparency within the work of the parliaments to address the need for information about their work and to address the potential for political anomalies; (iv) the institutionalization of practices to engage women, youth and disadvantaged groups to ensure that their voices are heard during parliamentary processes; and (v) targeted support to MPs, representing women and disadvantaged groups to support them in assuming leadership roles within parliament and their parliamentary party groups.

Under the direct supervision of the National Project Manager, the incumbent will serve as the Admin and Finance Officer and will be responsible for supporting the National Project Manager on administrative and financial matters.

Duties and Responsibilities

Under direct supervision of National Project Manager (NPM), the Admin and Finance Officer (AFO) will perform:

Contributes to achieve project goals through effective financial management, focusing on the achievement of the following results:

  • Establish project work plans, quarterly work plans, prepare required documentations for budget revisions and upload the information in ATLAS;
  • Regularly update accurate project information and status in ATLAS including project and programme unutilized funds, operational and financial closure of a project;
  • Maintain complete set of books of account according to the principle of accounting, keep record of disbursement made from UNDP on behalf of the project, and ensure accuracy of supporting documents;
  • Follow up on the activities and monitor advance balances of resource disbursed, verify availability of funds for project activities;
  • Produce and review monthly expenditures and project delivery reports and verify Combine Delivery Report (CDR) for certification;
  • Manage audit exercise, prepare audit follow-up action plans and ensure that the audit recommendations are appropriately implemented;
  • Process payment of salaries, allowance, travel claims and any other official payments on timely manner and submit request to UNDP for payment settlement.

Manages project office operations and administration, focusing on achievement of the following results:

  • Manage day to day financial and administrative management of project including facilitation to the programme unit;
  • Prepare Non-Purchase Order/Purchase Order vouchers for the payment;
  • Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Atlas;
  • Timely identification and corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
  • Timely monitoring and financial closure of projects ensuring all pending payments and financial obligations are cleared;
  • Prepare the required documents and follow up with UNDP Operations for assets disposal after project closure;
  • Track and report on mobilized resources, such as review of contributions agreement for timely receipt of donor contribution instalments; creating in Atlas pending items for receivable of donor contributions and charging the GMS at the time of receipt of the instalment;
  • Regular generation of cost sharing apportionment report for checking the donor funds availability and project expenditures;
  • Coordination with project team and UNDP Operations for effective organization and support to missions and consultants/external experts including travel/security clearance and schedule arrangements, organization of all the required documents and logistics support;
  • Manage all activities related to human resource management and procurement as per the compliance of standard provisions of guidelines and engage under appropriate contractual agreements as deemed necessary.

Supports resource mobilization focusing on achievement of the following results:

  • Analysis of information on donors, preparation of donor’s profile and disseminate financial information;
  • Provide assistance in preparation of cost sharing agreements.

Ensures facilitation of and contribution to knowledge building, and sharing of knowledge in the project team focusing on achievement of the following results:

  • Organization of orientation for the project staff on project, and application of lessons learnt in project;
  • Sound contributions to relevant knowledge networks and communities of practice.
  • Gender and Social Inclusion Sensitivity
  • Ensure GESI has been mainstreamed in the budget and in the implementation.

Impact of Functions:

The effective management of the PSP and delivery of programme objectives in compliance with UNDP rules and procedures will impact efficient delivery of programme results and outputs, fiscal, human resource management and administration.

Specific results include:

  • Financial, administrative, procurement and logistics are efficiently managed and reported in timely manner as per UNDP rules.
  • Inventory maintained for the project assets
  • Plan and reports prepared on timely manner

Competencies

  • Innovation: Ability to make new and useful ideas work

Level 4: Adept with complex concepts and challenges convention purposefully

  • Leadership: Ability to persuade others to follow

Level 4: Generates commitment, excitement and excellence in others

  • People Management: Ability to improve performance and satisfaction

Level 4: Models independent thinking and action

  • Communication: Ability to listen, adapt, persuade and transform

Level 4: Synthesizes information to communicate independent analysis

  • Delivery: Ability to get things done while exercising good judgement

Level 4: Meets goals and quality criteria for delivery of products or services

Technical/Functional

  • Management and Coordination: Ability to manage and coordinate campaigns and people with inspiration. Believe in and promote diversity in the workplace and reshaping the workforce to meet need.

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

  • Fund Operations; Knowledge of the technical and programmatic support functions normally undertaken by a fund secretariat to facilitate the work of a steering committee of a major UN or national Multi-donor trust fund

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

  • Accounting (General): Knowledge of accounting concepts, principles, regulations, and policies and ability to apply to strategic and/or practical situations

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

  • Audit: Ability to examine and verify accounts and records

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Financial Planning and Budgeting:Ability to create and manage processes to achieve UNDP's long and short-term financial goals

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

  • HR/Finance Interface: Provide support to HR Finance Interface including position management, chart of accounts, certification of financial resources for position extension, creation etc.

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

  • Office Administration;Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

  • Human Resources Management (General) Knowledge of HR management issues and principles and the ability to apply them to strategic and/or practic+C170al situations

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

  • Procurement: The ability to acquire goods, services or works from an outside external source

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Required Skills and Experience

Education::Completion of Master’s Degree in Business Management or relevant fields.

Experience:

  • 5 years of relevant experience in project finance management, accounting, procurement and project administration;
  • Excellent financial accounting including preparation of work plans, financial reporting, procurement as well as exposure in administration of project;
  • Prior experience of working with UNDP and/or it's project management environment would be an advantage;
  • Experience of working with ATLAS would be an advantage;
  • Experience in result-based management and financial reportin an assest.

Language Requirements::Fluency in oral and written English and Nepali is essential.

Computer skill:

  • Experience in the usage of computers and office software packages (MS Word, Excel etc.);
  • Knowledge of handling web-based management systems.

Source:https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=20955&hrs_jo_pst_seq=1&hrs_site_id=2


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