Overview
The Administrative and Finance Associate will provide administrative, logistics, and financial management support for the day-to-day operations of a programme. The role involves assisting in the administrative and financial management aspects of project activities, ensuring quality, accuracy, and consistency.
Key Responsibilities
- Provide support in processing payments to suppliers and consultants.
- Assist in tracking expenditures of the approved budget.
- Process documents for cash advances, liquidations, and reimbursements.
- Create requisitions in Quantum for project implementation.
- Support efficient management of the project's administrative, logistical, and procurement system.
- Undertake administrative, finance, and procurement procedures.
- Ensure proper systematic filing and maintenance of office records.
- Coordinate as a focal point for administration, logistics, finance, and procurement issues.
- Provide inputs to prepare procurement plans for the project.
- Undertake the appropriate procurement processes.
- Maintain an accurate and reliable electronic filing system.
- Assist and maintain project asset inventory and preparation of assets transfer.
- Establish and maintain contacts and cooperation with relevant UN Agencies, government institutions, NGOs, tertiary institutions, partners, and other relevant stakeholders.
- Provide support in updating the database of relevant public and development partners.
- Ensure regular communication and coordination with partners, project counterparts, stakeholders, and beneficiaries.
- Support creation of high quality information and visibility of project activities.
- Undertake horizon scanning and explore opportunities for resource mobilization.
- Organization of training for operations/ projects staff on field office issues.
- Synthesis of lessons learned and best practices.
- Sound contributions to knowledge networks and communities of practice.
Required Experience
- Minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of professional experience in administration and financial support for projects or programs.
- At least 4 years demonstrated experience in project financial management, including preparation of budgets, annual work plans, and financial reporting is required.
- At least 4 years’ experience in handling of web-based management systems and ERP financials, preferably Oracle (Quantum);
- At least 4 years’ work experience in administrative and financial support of a project or program with local government units.
Qualifications
- Secondary education is required. Or University degree in Finance or Accounting is desirable.
- Fully Qualified Accountant, from an internationally accredited institute of accountancy or Full Completion of the UNDP Finance Training and Certification Programme (FTCP).
