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.
DUTIES AND RESPONSIBILITIES
The Project Finance Assistant will report directly to the Project Manager (PM) and will work under an overall guidance of the UNDP Team Leader/Climate Change, DRR, Energy and Environment. The incumbent will work in close collaboration with the Committee for Environmental Protection along with UNDP Programme, Operations, Communications and other project teams in the UNDP Country Office (CO) for effective achievement of results, anticipating and resolving complex project related issues.
The incumbent is expected to exercise full compliance with UNDP, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.
The Project Finance Assistant will be responsible for providing the required administrative support ( finance, logistics, and administrative support) to ensure effective and timely implementation of project activities.
Finance and Budget Management:
- Actively participate in the preparation of annual work plans, and project operational planning and budgeting;
- Ensure full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and procedures;
- Support in budget preparation, budget set-up and clearance, as well as budget revisions;
- Develop forecasts of budget utilization, extra budgetary and the expenses related to activities as required;
- Monitor financial expenditure of the project and ensure that financial delivery of the project is in accordance with the project document and annual work plans;
- Verify all supporting documentation for payment requests, disbursement vouchers, Implementing Partners’ financial reports and other financial documents, when required; ensure timely follow up actions on pre-payment vouchers;
- Prepare Purchase Orders, Receipts and PO based vouchers;
- Manage project budget in accordance with the UNDP financial rules and regulations and donor requirements;
- Ensure timely preparation of financial reports to donors in accordance with the reporting schedule and in line with specific requirements of the donor;
- Maintain internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas;
- Ensure timely corrective actions on Purchase Orders and vouchers with budget check errors, match exceptions, unapproved PO and vouchers
- Provide the accurate information to the Finance and HR Units for the monthly payroll;
- Suggest changes or improvements to increase accuracy and efficiency;
- Prepare mid- year and annual budget expenditure reports as per UNDP and donor requirements; Assist with preparation of regular progress reports in line with reporting schedule, as well as any other reports requested by UNDP, donor, Government and or other stakeholders;
- Liaise with the Country Office Operations team, counterparts and other parties in the preparation of contracts, budget and payments, as tasked by the project manager;
- Maintain an appropriate filing system documenting the implementation of activities;
- Ensure preparation for, and support to the annual project audits;
- Ensure regular follow up to audit recommendations.
- In collaboration with other project personnel, make the required travel arrangements, accommodation, venue, and other logistics for workshops, trainings, seminars, etc.;
- Preparation and timely submission of Travel Authorizations (TAs) and travel claims. Ensure all travel related files contain up to date information.
- Ensure inventory and asset management according to IPSAS requirements;
- Ensure availability of space in warehouse/distribution plans; maintains appropriate filing of logistics and shipping documents. Participate in regular physical inventory verification and submits subsequent inventory reports, produce the required release and receiving documents
REQUIRED SKILLS AND EXPERIENCE
- University degree in Accounting and Finance, Economics, Development and/or Business Administration or other related subjects;
- At least 3 years of relevant working experience;
- Experience in working for the complex local development programmes is required;
- International Financial Certification (ACCA, CIPFA, etc.) will be an advantage;
- Knowledge of IPSAS is an asset;
- Previous experience of working for international organizations in the area of administration and finance is an asset;
- Affinity with the mandate and role of the United Nations.
- Fluency in English and Russian is a must. Knowledge of Tajik would be a strong advantage.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages. Experience in handling of web-based management systems is a strong advantage.
- Strong sense of integrity is essential;
- High sense of responsibility, willingness to take initiative, and team spirit are important assets.