Project Associate- Finance and Admin

United Nations Development Programme, New Delhi, India

Skill Required:, Finance and Accounts
Preferred Experience: 
5 years
Closing Date for Applications: 
22nd April, 2019

Job Description


Under the Resilience portfolio of the Climate Change Resilience and Energy (CCRE) Unit, UNDP is working with multiple partners and agencies.

Under the partnership with the Ministry of Home Affairs (MHA), UNDP is supporting the national and state authorities in mainstreaming disaster risk reduction and climate change adaptation in development planning. Presently, the collaboration has its focus on Urban resilience under which specific activities have been planned to attain key outputs such as: City Disaster Management Plans, Hazard Risk and Vulnerability Analysis, training of communities to respond to disasters, action plans to strengthen Early Warning systems based on analytical studies, sectoral plans with key focus on mainstreaming of disaster risk reduction and climate change adaptation in development programmes and knowledge management.

The Resilience portfolio is also responsible for managing and implementing the interventions in the immediate aftermath of disasters. Presently, the engagement with the State Governments of Kerala, Odisha and Andhra Pradesh has been deep since the Kerala Floods and Cyclone Titli. UNDP is managing the technical guidance to the affected governments and also leading the Recovery Planning in the states.
In addition, the Resilience Portfolio is also managing the CSR partnerships programmes of the CCRE Unit. Presently, with support from the Airports Authority of India (AAI), holistic development projects of communities in Guwahati and Ranchi are being implemented.

It is proposed to recruit a Project Associate to provide support the implementation of the ongoing projects and those proposed to begin in the near future under the Resilience Portfolio. The Project Associate would work under the direct supervision of the Project Coordinator (Resilience) in collaboration with other team members of the Climate Change, Resilience and Energy Unit

Duties and Responsibilities

The Project Associate is expected to carry out the following tasks:

Financial management

  • Maintain financial records and keep systems to record and reconcile expenditures, balances, payments, statements and other data for day-to day transactions and reports;
  • Maintain expenditure ledgers and updated approval levels by source of funds using ATLAS system for projects managed by the division;
  • Process payment requests from implementing agencies, selected states and other partners
  • Review, reconciliation and verification of FACE forms Collate and process financial reports from states/cities into project wise quarterly financial reports
  • Facilitate preparation of the annual work plan and budget periodically in case of core and non-core project including DSS initiative (at proposal stage) and while finalizing the financial agreement;
  • Facilitate monitoring and analysis of the annual work plan & budget; Add: Monitoring and analysis of expenses as per the annual work plan and budget. Provide report to the supervisor.
  • Assist in conducting management and financial audit of projects


  • Facilitate revision of budgets, review expenses periodically and in coordination with finance team and PMT at MHA get the annual work plan revised Track flow of funds from various sources as per agreements with the donors;

Donor Reporting

  • Assist in preparation of financial reports for donors in the approved format a intervals. including state governments for DSS projects
  • Track funds received as per the financing agreements with the state government and raise demand as per the schedule of payments
  • Respond to specific requests demanded by the donors vis-à-vis financial management
  • Participate in finance related meetings convened by the donors

HR Functions:

  • Draft responses to emails and letters, minutes of meetings, format presentations and document briefs;
  • Provide support for coordinating interviews, processing requests for contract renewal.
  • Maintain HR related records and files to ensure effective storing and retrieval system for the Unit;
  • Prepares shortlist of candidates who could be invited for interviews/ written tests

Procurement Functions

  • Under DSS Projects facilitate recruitment of consultants for state governments
  • Finalize Terms of References for the consultants in coordination with UNDP team and State Government
  • Coordinate with procurement team for advertisement of the positions and publishing in various medium for wider circulation
  • Coordinate for shortlisting of CVs and facilitating interview process for the consultants
  • Maintain database of consultants and track their contract status, monitor salary disbursement and exit formalities in case of separation
  • Liaison with state governments for queries raised by consultants and preparation of response for the queries
  • Facilitate extension of contracts, revision of budgets and amendment of financing agreement with state government for additional activities

Others Miscellaneous activities:

  • Coordinate with operational staff on financial systems, queries, reports, schedules, etc.;
  • Follow up and maintain status of closing of projects
  • Maintain finance related records and files
  • Guide temporary and other staff members on finance, procurement and HR related functions, procedures etc. \
  • Flag to supervisor concerns on operations matters beforehand (e.g procedural limitations, availability of funds etc.)
  • Coordinate logistics support in terms of organizing workshops, liaison with Procurement and Travel Units to support travel arrangements and hotel accommodations for the project personnel and maintain related information;
  • Maintain records related to equipment and supplies procured under the projects and prepare inventory lists for verification and submission to the Country Office; and
  • Perform any other tasks assigned from time to time by the Unit


Knowledge Management and Learning

  • Promotes a knowledge sharing and learning culture in the team
  • Actively works towards continuing personal learning and development in the subject area of the project, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

  • Good knowledge of the results-based management of the projects
  • Strong IT Skills
  • Capacity to gather comprehensive information on complex problems or situations; evaluate information accurately and identify key issues for attention and necessary action by supervisor
  • Strong analytical skills
  • Client Orientation Focuses on impact and result for the client and responds positively to feedback
  • Builds strong relationships with clients and external actors
  • Consistently approaches work with energy and a positive, constructive attitude

Communication skills

  • Demonstrates strong oral and written communication skills
  • Demonstrates strong facilitation skills
  • High interpersonal skills, and ability to remain calm, in control and good humored under pressure
  • Ability to prioritise assignments and requirements, and multitask as needed
  • Demonstrates openness to change and ability to manage complexities
  • Demonstrate ability to work independently and in teams

Required Skills and Experience

Education: University degree in economics, commerce or relevant disciplines. Additional Degree or Diploma in Management or Finance preferred.


  • Minimum 5 years of relevant experience in finance and administration functions preferably in INGOs, International or Government Organizations
  • Additional experience in procurement of goods and services is desirable

Language Requirements: Excellent knowledge of written and spoken English and Hindi is essential


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