Finance/Admin Associate

UNDP - United Nations Development Programme, Istanbul, Turkey

Skill Required:, Finance and Accounts
Preferred Experience: 
3 to 10 Years
Closing Date for Applications: 
14th December, 2018


Job Description

Background

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life, as envisaged by 2030 Agenda for Sustainable Development. We are on the ground in more than 170 countries and territories, working with governments and people on their own solutions to global and national development challenges. As they develop local capacity, they draw on the people of UNDP and our wide range of partners that can bring about results.

The Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan and help countries to achieve the Sustainable Development Goals. BPPS’s staff provides technical advice to Country Offices; advocates for UNDP corporate messages, represents UNDP at multi-stakeholder fora including public-private dialogues, government and civil society dialogues, South-South and Triangular cooperation initiatives, and engages in UN inter-agency coordination in specific thematic areas.

BPPS supports UNDP’s 2018-2021 Strategic Plan, focusing on key outcomes including strengthening institutions to progressively deliver universal access to basic services. The HIV, Health and Development Group (HHD), within BPPS, is helping to contribute towards this outcome.

UNDP is a founding cosponsor of the Joint UN Programme on HIV/AIDS (UNAIDS), a partner of the Global Fund to Fight AIDS, TB and Malaria, and a co-sponsor of several other international health partnerships. UNDP’s work on HIV, health and development, as described in the HIV, Health and Development Strategy 2016-2021: Connecting the Dots, leverages UNDP’s core strengths and mandates in human development, governance and capacity development to complement the efforts of specialist health-focused UN agencies. UNDP delivers three types of support to countries in HIV, health and development.

First, UNDP helps countries to mainstream attention to HIV and health into action on gender, poverty and the broader effort to achieve and sustain the Sustainable Development Goals. For example, UNDP works with countries to understand the social and economic factors that play a crucial role in driving health and disease, and to respond to such dynamics with appropriate policies and programmes outside the health sector. UNDP also promotes specific action on the needs and rights of women and girls as they relate to HIV.

Second, UNDP works with partners to address the interactions between governance, human rights and health responses. Sometimes this is done through focused or specialized programmes, such as promoting attention to the role of the law and legal environments in facilitating stronger HIV responses, including the use of flexibilities in intellectual property law to lower the cost of drugs and diagnostics. UNDP also works to empower and include marginalized populations who are disproportionately affected by HIV, such as sex workers, men who have sex with men and people living with HIV. Beyond these focused efforts, UNDP plays a key role in ensuring attention to HIV and health within broader governance and rights initiatives, including support to municipal action on SDGs, sustainable responses for Health and HIV such as improving sustainability of AIDS financing, sustainable health procurement, strengthening of national human rights institutions and increasing access to justice for key populations.

Third, as a trusted, long-term partner with extensive operational experience, UNDP supports countries in effective implementation of complex, multilateral and multisectoral health projects, while simultaneously investing in capacity development so that national and local partners can assume these responsibilities over time. The UNDP/Global Fund partnership is an important part of this work, facilitating access to resources for action on SDG 3 by countries that face constraints in directly receiving and managing such funding. UNDP partners with countries in crisis/post-crisis situations, those with weak institutional capacity or governance challenges, and countries under sanctions. When requested, UNDP acts as temporary Principal Recipient in these settings, working with national partners and the Global Fund to improve management, implementation and oversight of Global Fund grants, while simultaneously developing national capacity to be able to assume the Principal Recipient role over time.

About The project

To promote compliance with environmental and social standards, the Sustainable Procurement in the Health Sector initiative - SPHS (2,3) was officially established in May 2012 in Copenhagen, Denmark. The initiative aims to promote sustainable procurement of health commodities and to contribute to sustainable health systems and inclusive green and ethical economies. This initiative is implemented by an informal Interagency Task Team led by UNDP, which coordinates the Secretariat. It convenes ten members—seven are UN Agencies (UNDP, UNEP, UNFPA, UNHCR, UNICEF, UNOPS, WHO) and three are Multilateral Health Financing Institutions (GAVI, the Global Fund to Fight AIDS, Tuberculosis and Malaria, and UNITAID). Together, these ten SPHS members command a cumulative purchasing power in the global health sector of around US $5 billion annually, representing a sizeable portion of the global market in pharmaceuticals and other health products. SPHS members leverage this purchasing power to actively promote sustainable procurement within their respective organizations to improve human health and reduce greenhouse gases, emissions, and chemical pollution.

SPHS Member Agencies’ engagement is based on a voluntary basis and is guided by the fundamental principles from the High-Level Statement (4) and the SPHS engagement strategy (5) on sustainable procurement with suppliers and manufacturers, which is based on the vision and route map of the SPHS (6) and refers to the UN Supplier Code of Conduct (7).

Since its start, the SPHS initiative has been supported and coordinated by a Secretariat administered by UNDP. Within UNDP, the Secretariat is linked with the Bureau of Management Services (BMS) (procurement team, New York), the Nordic Liaison Office (UN procurement hub, Copenhagen), the Bureau of Policy and Programme Support (BPPS) (HIV, Health and Development team, New York) and the Regional Bureau for Europe and the CIS (RBEC, New York/Istanbul). The SPHS initiative has demonstrated how sustainable health procurement can play a significant role in reducing the environmental and social impact of the health sector. It also has great potential to contribute to inclusive green and ethical economies in the context of Agenda 2030 and the Sustainable Development Goals. Hence, starting in January 2018, UNDP HIV, Health and Development (HHD) Team at the UNDP Istanbul Regional Hub (IRH), as a host to the SPHS Secretariat, will roll-out a 4-year project ‘Strengthening Sustainability in the Health Sector in Developing Countries.’ The project aims to reduce harm to people and the environment caused by the manufacture and disposal of medical products and by the implementation of health programmes in developing countries.

Under the overall guidance and supervision of the HHD Team Leader, the Finance and Administrative Associate provides the overall administration and execution of varied and inter-related financial, operational and logistical activities ensuring high quality and accuracy of work. The Associate promotes a client, quality and results-oriented approach.

The Finance and Administrative Associate works in close collaboration with the Operations, Programme and projects staff in the project Country offices, IRH and at HQ and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of key functions:

  • Implementation of operational strategies
  • Provision of effective and efficient finance and administrative support services
  • Support to supply and assets management
  • Effective administrative and financial control in the office
  • Proper common services
  • Support to knowledge building and knowledge sharing

Ensures implementation of SIDA project operational strategies, focusing on achievement of the following results:

  • Full compliance of activities with UN/UNDP rules, regulations, policies and strategies.
  • Support to the HHD team and HQ financial and administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
  • Preparation of finance and administrative team results-oriented workplans.
  • Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with management.

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

  • Submission of information on administrative services provided for cost-recovery bills
  • Supporting the organization of flagship project related conferences, workshops, retreats and other events (venue selection, accommodation etc.);
  • Assisting with overall travel arrangements for activities related to HHD project activities;
  • Support with protocol matters, registration of staff, coordination with other teams, on space and other administrative matters.
  • Presentation of thoroughly researched information for planning of financial resources for administrative services.
  • Supporting maintenance of files/hardcopy and electronic filing of all supporting documentation, project documents and other related to the HHD portfolio and SIDA project in particular.
  • Preparing routine correspondence, memoranda and reports in accordance with UNDP Standard Operating Procedures (SOPs).
  • Drafting standard correspondence for project implementation.
  • Assisting in ad-hoc project financial, administrative and operational issues and provides information within UNDP.
  • Providing administrative support to the staff of the team as required.

Provides support to proper project supply and assets management, focusing on achievement of the following result:

  • Coordination of assets management of the HHD team, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
  • Coordination of the provision of reliable and quality office supplies for project implementation.

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

  • Implementation of the control mechanism for financial and 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.
  • Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
  • Assistance in the preparation of budget, audit and other reports.
  • Provision of researched information, reports for audit exercises.
  • Assisting proper control of the supporting documents for payments and financial reports for project.
  • Supporting with compiling donor and other financial reports, monitoring the use of cost sharing funds and other resources linked to project.
  • Assisting with updating project report achievements and results on regular basis.
  • Assisting with preparation and creation of requisitions in Atlas for project.
  • Assisting with determining unutilized funds and donor balances and supporting the closure of project.
  • Assisting with the communication/liaising with project implementation agencies to ensure that Project Delivery Reports are correct.
  • Supports the generation of financial transaction detail reports and checking for correctness and uploading to relevant platforms.
  • Supporting maintenance of the internal expenditures control system including timely corrective actions.
  • Communicating and coordinating with the Management Support Unit (MSU) to ensure the timely hiring of consultants and companies (for the implementation of relevant project activities).
  • Liaising with consultants and companies to ensure the timely submission of supporting documentation for implementation of tasks (travel requests, F10s, vendor forms, P11s, invoices etc.)

Support knowledge building and knowledge sharing, focusing on achievement of the following results:

  • Organization of administration training for the projects staff.
  • Briefing staff members on general administrative and financial matters; provision of advice and financial and administrative support.
  • Sound contributions to knowledge networks and communities of practice.

Competencies

Core

  • Innovation: Ability to make new and useful ideas work
  • Leadership: Ability to persuade others to follow
  • People Management: Ability to improve performance and satisfaction
  • Communication: Ability to listen, adapt, persuade and transform
  • Delivery: Ability to get things done

Technical/Functional

Primary: 

  • Building partnerships: Maintaining information and databases
  • Promoting organizational learning and knowledge sharing: Basic research and analysis

Job knowledge/Technical Expertise

Fundamental knowledge of processes, methods and procedures

  • Client Orientation: Maintains effective client relationships
  • Promoting Accountability and Results-Based Management: Gathering and disseminating information

Secondary

  • Promoting Organizational Change and Development: Presentation of information on best practices in organizational change
  • Design and Implementation of Management Systems: Data gathering and implementation of management systems

Required Skills and Experience

Education:

  • Secondary education required
  • University degree in Business or Public Administration required
  • Certification in Administration or finance training such as ACCA will be an added advantage.

Experience:

  • Secondary education with 7 years of relevant experience in financial and administrative management is required.
  • University degree with 4 years of relevant experience in financial and administrative management is required.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
  • Experience in handling of web-based management systems (atlas etc.) is required.
  • Experience in project/ programme implementation is an asset.

Language Requirements: Fluency and ability to communicate in English and the language of the duty station is required.

Source:https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=19689&hrs_jo_pst_seq=1&hrs_site_id=2


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