Overview
Provide back-office and administrative support to the Senior Finance Expert (Project Lead) and the project team for the implementation of the GEF8-BFP Umbrella program at the national level.
Tasks Summary
- Provide support with all financial and administrative requirements of the project, especially those related to project funding and accounting.
- Assist in ensuring that project is executed in a timely and appropriate manner.
- Assist or support in facilitating, guiding the work of the national team; manage payment schedules.
- Assist in project related activities, including planning for meetings, local and national consultations, trips and other project related activities.
- Ensure all national and international travel is organised smoothly.
- Document and share records of meetings, decisions, actions, etc.
- Support with the Monitoring and Evaluation of the project at the national level, including workshop evaluations.
- Any other duties assigned by the Senior Finance Expert (Project Lead), the that have direct relevance to the project.
- Support the Management of the project budget and support overseeing of procurement and accounting procedures and activities, together with the UNDP Country Office and the GPMTSU.
- Ensure financial resources are disbursed on time to implementing partners.
- Maintain records of expenditures and collaborate in financial reporting.
- Develop calculations for the development of the annual workplan/budget.
- Handle all required procurement processes, requisitions and purchase orders, ensuring compliance with UNDP rules and regulations.
- Maintain an inventory of assets/equipment and support with the handover of equipment upon project closure.
- Ensure the Quantum approval system is set up at the Country Office for the project.
- Handle all logistical matters to organise the inception workshop, consultation workshops and any meetings as required
- Regularly update the procurement plan and contacts list.
- Handle of all travel arrangements for national travel/missions and participants to national-level workshops.
- Handle all travel procedures for participants to global and regional workshops and other international meetings, ensuring all necessary visa, security clearances and plane tickets are obtained timely, and confirmations/changes of travel arrangements are communicated to the GPMTSU immediately.
- Make sound contributions to knowledge networks and communities of practice.
- Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners
Experience Requirements
- Minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of relevant experience, in project management, finance, administration, accounting, budgeting or related field.
- Experience in dealing with national experts and international institutions.
- Sound understanding of key software packages (MS Office)
- Demonstrated ability to maintain overview in complex work situations, self-starter in supporting the coordinator in communicating and keeping timelines.
- Demonstrated ability to gather and process data and information.
- Proven track record of writing clearly professional correspondence adequately.
- Experience with UNDP/UN policies, procedures and practices, particularly in relation to project development and implementation.
- Specialized training in administration, accounting, finance or related field
Qualification Requirements
Secondary education is required. Or University degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement