Overview
The Administrative and Finance Associate will provide administrative, logistics, and financial management support for the day-to-day operations of the UNDP Peace and Stabilization Programme Team in Marawi City.
Key Responsibilities
- Ensure efficient finance and admin support to the project team
- Provide support in processing payments to suppliers and consultants promptly
- 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
- Ensure timely and quality administrative and finance support to project activities
- Coordinate as a focal point for administration, logistics, finance, and procurement issues
- Perform other administrative-related tasks as may be assigned
- Provide inputs to prepare procurement plans for the project
- Undertake appropriate procurement processes
- Ensure compliance with standard procedures in using Long-Term Agreements (LTAs)
- Coordinate with suppliers to deliver goods and prepare documents for beneficiary receipt
- Maintain an accurate and reliable electronic filing system
- Assist and maintain project asset inventory and preparation of assets transfer
- Perform other logistics-related tasks
- 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, and other stakeholders
- Ensure regular communication and coordination with partners, project counterparts, stakeholders, and beneficiaries
- Develop and maintain effective mechanisms for integrating and responding to feedback and insights
- Support creation of high quality information and visibility of project activities among stakeholders
- Ensure careful selection of communication tools and tailoring messages
- Undertake horizon scanning and explore opportunities for resource mobilization
- Support facilitation of knowledge building and knowledge sharing
- Organize training for operations/projects staff on field office issues
- Synthesize lessons learned and best practices
- Make sound contributions to knowledge networks and communities of practice
- Perform other duties within their functional profile as deemed necessary
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.
- Proficiency in standard software applications Word, Excel, PowerPoint, Outlook etc.
- 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
- At least 2 years of experience in working for government organizations, non- government organizations, international organizations or civil society organizations engaged in development, peacebuilding or humanitarian projects is an advantage
- At least 2 years of experience in business processes (procurement, financial monitoring and reporting) of government organizations, non- government organizations, international organizations, private sector or civil society organizations is desirable
- Demonstrable knowledge in data analysis, or financial accounting is desirable
- At least 3 years of experience in working in BARMM or similar post-conflict contexts is an advantage
- Demonstrated experience of working with stakeholders involved in different aspects of the Bangsamoro peace process is desired.
- Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage
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). No UNDP Accountancy and Finance Test (AFT) is required. Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete UNDP Finance Training and Certification Programme (FTCP), if recruited. However, no UNDP Accountancy and Finance Test (AFT) is required. Candidate with no professional accountancy qualifications but with relevant experience must successfully undertake UNDP Accountancy and Finance Test (AFT) before shortlisting and must complete the UNDP Finance Training and Certification Programme (FTCP), if recruited.
