Administration and Finance Assistant
United Nations Development Programme, Nepal
Closing Date for Applications:
- 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.
- The High Mountain catchments of Nepal are particularly prone to drought, landslides and floods, due to coincidence of seasonal snow melt with the summer monsoon season. In these highly vulnerable mountain regions warming trends are increasing and the impacts are magnified by the extreme changes in altitude. Around 85% of rainfall occurs during the four monsoon months of June to September and results in extensive flooding annually. Climate change is intensifying the monsoon rainfall and increasing snow and glacial melt rates, which is contributing to increased frequency and severity of flood and landslide disasters which result in extensive economic, life and livelihood losses annually. At the other extreme, water scarcity and droughts also pose a threat to the agriculture-reliant livelihoods of these regions. Climate change is increasing the temporal and spatial variability of rainfall and runoff, thus intensifying the problem of excess water during the monsoon and water scarcity during the dry season, increasing economic damages to agriculture, property, and the environment, disrupting lives and livelihoods and threatening food security.
- A long-term solution to this climate change problem is to rehabilitate and maintain functional integrity of watersheds that have critical functions of water storage and release, infiltration, drainage control, and soil moisture retention. Using watersheds as organizing units for planning and implementation of natural resource management and resilient livelihood development is an approach to effectively tackle an immediate and long-term climate risk reduction issues, in relation to floods and droughts. Taking watershed management concerns into consideration the proposed LDCF project on “Developing climate resilient livelihoods in the vulnerable watershed in Nepal” will embed Integrated Watershed Management approaches in Nepal through policy and practice at the national and sub-national levels. It will do so through establishing the legislative and institutional framework for integrated watershed management to address climate change induced hazards and introducing and scaling up integrated adaptive watershed management practices covering 844km2 of watershed areas and benefiting 121,606 vulnerable people. While the project interventions in the legislative and institutional frameworks will be at national and sub-national level, project investment in adaptive management practices will be done within sub-watersheds of the Dudh Koshi river basin which is the most vulnerable to floods and droughts.
- In this context, the Administration and Finance Assistant will basically be responsible to manage overall admin and financial management and secretariat support to the Project Implementation Unit at the field level.
DUTIES AND RESPONSIBILITIES
- Under the overall supervision of the National Project Manager and day to day supervision of field coordinator, the Administration and Finance Assistant will be responsible for providing overall financial management, administration and day to day operational support for smooth and effective implementation of the project activities.
The key roles and responsibilities are given as follows:
- Maintain accurate financial and personnel records of the Project following standard principles and National Implementation Guideline;
- Assist PIU in financial functions including record keeping and documentation;
- Assist filed Coordinator in all matters related to financial and administrative functions of the Project;
- Manage all correspondence related to administrative, financial and security related matters;
- Maintain the inventory and keep records of all office equipment, furniture, fixing and vehicle;
- Undertake physical verification of all assets and update records;
- Assist to undertake all tasks related to ensure proper documentation for timely audit of the Project;
- Carry out additional support as requested by field staff as required to make this Project a success;
- Responsible for Project procurement processes and compliance with NIM guidelines;
- Check Budget lines to ensure that all transactions are booked to the correct budget lines and within the activity budget;
- Analysis of budget and expenditure and suggest measures to improve delivery, as required;
- Assist the Administration and Finance Officer in formulating budget planning, management and implementation strategies;
- Ensure Gender Equality Social Inclusion (GESI) considerations are incorporated in the project; activities and project budget is made GESI Responsive;
- Follow up and implementation of audit recommendations;
- Coordination with other agencies and partners on financial management and operation of the project;
- Prepare periodic financial report and send to PIU and manage financial tasks/transactions by ensuring fiduciary risks management especially in major events such as training, workshops, interactions, visits and review meetings;
- Monitor financial operations at the district level to match expenditure with budget plan;
- Provide information and assistance to staff and supervisors on human resource and work-related issues;
- Provide all logistic and programmatic assistance to PIU to implement the activities as per the work plan;
- Assist Admin and Finance Officer as per the requirements.
Impact of Results:
- Smooth administration and financial management of the project; proper documentation of all payments related to Project expenses; value for money ensured; proper maintenance of financial records, personnel, procurement and inventory and submission of true and fair financial report.
- Demonstrates integrity by modelling the Government of Nepal and UN’s values and ethical standards;
- Serves and promotes the vision, mission, and strategic goals of Government of Nepal & 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;
- Collaborates effectively in a team environment;
- 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; and
- Actively works towards continuing personal learning and development.
- Demonstrate ability to identify and anticipate bottlenecks, as well as seek guidance;
- Ability to maintain a high level of accuracy, confidentiality concerning financial and employee files;
- Ability to organize and complete assignments within deadlines;
- Integrity and impartiality, ability to work with external partners e.g. supplier, vendors, service providers;
- Ability to convey difficult issues and positions to senior officials proactively seek guidance and make clear recommendations to line managers;
- Dynamic and results-oriented;
- Strong verbal and written skills; ability to draft short memos and conduct presentations;
- Consistently approaches work with energy and a positive, constructive attitude;
- Remains calm, in control and good humoured even under pressure;
- Demonstrates openness to change and ability to manage complexities; can multi task;
- Willing to work long hours;
- Responds positively to critical feedback and differing points of view; and
- Solicits feedback from staff about the impact of his/her own behaviour highest standards of integrity, discretion and loyalty.
REQUIRED SKILLS AND EXPERIENCE
- Bachelor’s Degree in Management, Economics and Accounts.
- Three years of experience in the field of management, administration and procurement; and
- Experience in managing events and provision of secretariat and communication services.
- Good Knowledge and fluency of English and Nepali languages.