Admin & Finance Officer

United Nations Development Programme, Islamabad, Pakistan

Skill Required:, Finance and Accounts
Preferred Experience: 
Above 10 Years
Closing Date for Applications: 
5th May, 2019


Job Description

Background

Under the supervision of the National Project Manager, the Administration and Finance Officer provides support to project implementation performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administration and Finance Officer promotes a client, quality and results-oriented approach.

The Admin & Finance Officer (AFO) works in close coordination with UNDP’s Environment and Climate Change and Operations Units to ensure consistent service delivery complying with UNDP rules and donor’s requirements.

The Government of Pakistan has recognized the threat from GLOFs in its National Climate Change Policy and in its National Determined Contribution to monitor changes in glacier volumes and related GLOFs. Flood hazards are already greater than what the national public finance can manage. To be able to strengthen capacities of vulnerable communities to address the GLOF issue urgently in the scale that is needed, the Government of Pakistan needs financial support from international donors. As a result, it has secured GCF resources to upscale ongoing initiatives on early warning systems and small, locally-sourced infrastructure to protect communities from GLOF risks. The interventions proposed for scale-up by this project will be based on activities implemented in two districts that have demonstrated success. In these districts engineering structures like gabion walls have been constructed and automatic weather stations, rain gauges and discharge equipment have been installed. Rural communities receiving this support were able to avoid human and material losses from GLOF events. The proposed GCF project will expand coverage of interventions to fifteen districts in the Khyber Pakhtunkhwa and Gilgit-Baltistan provinces. It will strengthen the technical capacity of sub-national decision makers to integrate climate change and disaster risk management into medium- and long-term development planning processes.

Duties and Responsibilities

Summary of Key Functions:

  • Ensures administration and implementation of operational and financial strategies
  • Ensures effective and efficient provision of administrative support services
  • Ensures effective administrative and financial control in the project
  • Ensure oversight over all administrative and financial management matters in the project, across federal, provincial and fields offices

Ensures administration and implementation of operational and financial strategies, focusing on achievement of the following results:

  • Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
  • Business processes mapping and elaboration of the content of project Standard Operating Procedures in Administration and Finance, in line with corporate rules and regulations.
  • Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with project management.

Ensures effective and efficient provision of administrative and financial support services, focusing on achievement of the following results:

  • Coordination and supervision of support staff engaged in the fields of registry, general services, telephone operator/receptionist, etc.
  • Coordination and supervision on behalf of the project, of shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies.
  • Presentation of thoroughly researched information for planning of financial resources for administrative services
  • Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.

Ensures effective administrative and financial control in the project, focusing on achievement of the following results:

  • Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
  • Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in Atlas;
  • Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
  • Proper inventory control; supervision of proper issuance of inventory items and supplies.
  • Review of travel authorizations, documentation, payments
  • Assistance in the preparation of budget, audit and other reports.
  • Provision of researched information, reports for audit exercises.
  • Ensure oversight over all administrative and financial management matters in the project, across federal, provincial and fields offices
  • Bear responsibilities for all (federal, provincial, district) logistics, procurement, finance and recruitment for the project, in accordance with corporate UNDP rules and regulations as well as donor’s requirements;
  • Oversees and guides the work of provincial and district admin/finance staff;
  • Prepare all financial and administrative documents related to the project implementation;
  • Develop quarterly and annual budget plans for recruitment of personnel; maintain financial records and monitoring systems to record and reconcile expenditures, balances, payments and other data for day-to-day transaction and reports;
  • Advise and assist Project staff, experts and consultants on all respects of allowances, salary advances, travel claims and other financial and administrative matters, and calculate and authorize payments due for claims and services;
  • Provide organizational and administrative support in implementation of project activities including organization of roundtables, workshops, trainings, working meetings and other events;
  • Prepare detailed cost estimates and participate in budget analysis and projections as required to handle all financial operations of the project office, make cash payments and reconcile all accounts in required time frame;
  • Maintain, update and transmit inventory records of non-expendable equipment in accordance with UNDP rules;
  • Perform cash custodian’s duties being primarily responsible for project’s cash disbursements and maintain project’s petty cash book and payrolls related to the regional offices;
  • Ensure leave monitoring of project staff, check the accuracy and proper completion of monthly leave reports;
  • Analyze the potential problems concerning administrative-financial issues and take respective measures to provide adequate project’s resources on time for implementation of the project activities;
  • Encourage awareness of and promotion of gender equality among project staff and partners;
  • Ensure full compliance of administrative and financial processes and financial records with UNDP rules, regulations, policies and strategies;
  • Define the cost-effective measures for optimal use of resources of the project;
  • Perform other duties related to personnel, administrative and financial issues of project as required

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

  • Organization of training for project staff on financial management.
  • Synthesis of lessons learnt and best practices in financial management.
  • Sound contributions to knowledge networks and communities of practice

Competencies

Competencies and Critical Success Factors

Core

  • Innovation: Ability to make new and useful ideas work

Level 3: Adapts deliverables to meet client needs

  • Leadership: Ability to persuade others to follow

Level 3: Proactively seeks and recognizes contributions of others

  • People Management: Ability to improve performance and satisfaction

Level 3: Appropriately involves team in different stages of work and decision-making

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

Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation

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

Level 3: Takes responsibility for addressing critical situations and delivering core value

Technical/Functional

  • Advocacy

Level 3: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

  • Building Strategic Partnerships

Level 3: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

  • Client Orientations

Level 3: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Job knowledge

Level 3: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

  • Data Analysis and Visualization

Level 3: Ability to evaluate, transform and model data to derive relevant findings- undertake & provide analysis of data to assess Org performance and or global trends

  • Monitoring and Evaluation

Level 3: Knowledge of methodologies, assessment tools, systems and apply practical experience in planning, monitoring, evaluating and reporting and ability to apply to practical situations

Required Skills and Experience

Recruitment Qualifications

  • EducationCompleted Masters degree in finance and accounting. Specialized certification in accounting and finance required will be preferred.
  • Experience: At least 12 years of progressively responsible experience in accounting and finance required; Experience with UN system/international organizations is an asset
  • Language Requirements: Demonstrated proficiency in oral and written English and Urdu. Knowledge of other local languages is an asset

Source:https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=22916&hrs_jo_pst_seq=1&hrs_site_id=2


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