Main Purpose: The Admin and Finance Associate will work under the direct supervision of the Senior Programme Officer, BIOFIN & Land Restoration, UNDP and will support in finance and administrative matters of all the ongoing and upcoming projects. As this is a full–time position, the Admin and Finance Associate cannot hold any other assignments during this assignment.

Duties and Responsibilities:

The Admin and Finance Associate will work under the direct supervision of Senior Programme Officer, BIOFIN & Land

Restoration, UNDP. The responsibilities include:

1. Maintain oversight of overall project finances at National and State level (in coordination with Project
Management Units) including preparation of project budget and expenditure plan as per GOI, UNDP and donor requirements.

2. Provide support in finalization of Annual Work Plan (budget and financial component); enter annual budget in ATLAS and responsible for getting ASL in time

3. Track expenditure and make timely payments

4. Facilitate and manage project audit of financial resources as per UNDP and donor requirements in accordance with UNDP rules and regulations

5. Prepare financial reports for donors, Government and UNDP as per the financial guidelines, as per requirement. Develop and implement procurement strategy in consultation with the project management units as per the annual work plans. Manage tendering processes and evaluation, contract and other legal implications pertaining to the contract

6. Undertake regular monitoring of procurement processes to ensure that they are performed consistently to deliver the project outputs in timely manner and in accordance with the corporate standard.

7. Initiate timely recruitment processes as per the requirement of the projects in accordance with UNDP rules and regulations. Ensure appropriate use of different contractual modalities and contract management of the project management units.

8. Review the management of UNDP assets, facilities and logistical services for the team and events including meetings, trainings, workshops planned under the project.

9. Regular monitoring and analysis of the operating environment, timely readjustment of the operations, inform the team leader on legal considerations and risk assessment.

10. Analysis and identification of project-level operational and financial problems in cooperation with Programme Support Unit and provide possible solutions

11. Coordinate with project management and provide necessary /required administrative support.

12. Initiate activities for which UNDP is responsible to ensure Quality Assurance Assessment during implementation of the projects annually; and the regular updating of the ATLAS risk log

13. Coordinate with various UNDP operations units such as Finance, Procurement, HR, Administration and Security to meet the project’s operational requirements and ensure compliance with UNDP regulations (PoPP) and GOIs General Financial Rules (GFR 2017)

14. Follow up with Project personnel on submission and compilation of regular and timely progress reports including quarterly progress reports, Back to Office Reports, Annual Progress Reports etc.

15. Maintain project specific documentation and minutes of the important meetings; upload all necessary document in PIMS.

16. Any other task given by the Senior Programme Officer, BIOFIN & Land Restoration

Direct Reporting To: Senior Programme Officer, BIOFIN & Land Restoration, NPSA11
Overall Reporting To: Operations Manager, UNDP, P4

Competencies

Core

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously:LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility:LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination:LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Ability to develop effective strategies and prioritized plans in line with UNDP’ objectives, based on the systemic analysis of challenges, potential risks and opportunities, linking the vision to reality on the ground, and creating tangible solutions.
Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP.
Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
Ability to plan, organize, prioritize, and control resources,procedures and protocols to achieve specific goals
Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts, and others in line with UNDP strategy and policies
Ability to identify and organize action around mitigating and proactively managing risks
Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity

Min. Education requirements

Secondary Education OR a Bachelor’s Degree in Commerce/Science/Finance/Economics or any other closely related field.

Min. years of relevant work experience

Secondary Education with 6 years OR 3 years with (3 years with Bachelor’s degree) of relevant experience in financial management, general administration and programme support service
Experience in the usage of computers and office software packages (MS Word, Excel, etc).

Required skills

Good understanding of audit requirements and compliance to the audit requirements.
Ability to extract, interpret and analyze data and resolve problems
Sound knowledge of financial rules, regulations and accounting procedures Strong IT skills

Desired skills in addition to the competencies covered in the Competencies section

Experience in handling of web-based management systems. Knowledge of UN systems (ERP system) will be an asset.
Experience of working with UN/International agencies/Government, Inter-Governmental/ Civil Society Organization on similar assignments will be preferred.
Strong understanding of finance and Administration processes of UN/international agencies will be an added advantage.
Ability to prepare minutes, reports and good interpersonal skills and ability to establish and maintain effective partnerships and working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
Builds and maintains constructive relationships with colleagues (and reports where appropriate); treats people with respect, is co-operative, supportive and helpful with a positive contribution to the working environment.
Works as a team member
Demonstrates openness to change and ability to manage complexities.

Required Language(s)

Excellent oral and writing skills in English and Hindi.

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