Administrative and Finance Assistant Full-Time

The Key function of the Administrative and Finance Assistant is to provide effective administrative and financial support services to the Project Team in accordance with UNDP rules, regulations and procedures to ensure sound implementation of the project and the ultimate delivery of Project results as formulated in the Project Document, within the approved budget. To achieve this, the successful candidate will perform the following duties and responsibilities:

Ensure administration and implementation of operational strategies, adapt processes and procedures focusing on achievement of the following results:

• Full compliance with UNDP rules and regulations in regard to financial and procurement processes;
• Timely financial recording/reporting system and follow-up on audit recommendations;
• Implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.

Ensure administration of budgets:

• Implement the control mechanism for development projects through monitoring budgets preparation and modifications;
• Contribute to the preparation of periodic financial reports required by relevant national and/or donor entity;
• Liaise with the UNDP Country Office to request funds transfer, verify financial reports, budget revisions, receipts of contributions.

Provide accounting and administrative support to the project:

• Preparation of financial information and budgets leading to the formulation of the AWPs;
• Preparation of quarterly and annual financial reports, according to UNDP guidelines
• Ensure proper control of the supporting documents for payments, review of financial reports as per NIM rules;
• Interact with responsible parties of the project in facilitation and preparation of the financial requests and reports, and other related documentation, directing and consulting on proper reporting tools;
• Ensure timely submission of expenditure reports to the UNDP Country Office and verify the accuracy of such reports;
• Prepare and submit payment requests with proper support documentation to UNDP CO;
• Provide financial monitoring over project commitments and expenditures and assist the Project Manager in assuring proper project delivery;
• Control the usage of non-expendable equipment (record keeping, drawing up regular inventories);
• Ensure compliance with appropriate operational and financial closure procedures, subject to the incumbent’s mandate and authority;
• Prepare and submit travel documents in accordance with UNDP requirements;
• Assist in procurement of services and goods under the project where appropriate;
• Provide necessary administrative, financial and logistical support to project events, including: workshops, seminars, working meetings and visits of national and international delegations (visa support, transportation, hotel accommodation etc.);
• Prepare meetings of the Project Boards and further follow-up, and perform secretarial duties during Project Board meetings;
• Keep files of project documents and expert reports and ensure general circulation of documents;
• Act on telephone inquiries, fax, post and e-mail transmissions, and co-ordinate appointments;
• Draft project correspondence and documents; finalize correspondence of administrative and financial nature; edit reports and other documents for correctness of form and content.

Implement Human Resource services such as:

• Assist in the preparation of draft job descriptions, vacancy announcements, compiling matrixes in consultation with Project Manager for UNDP HR approval;
• Assist in collection, preparation and submission of support documents for Service Contract (SC) and Individual Consultant (IC) recruitment, using UNDP recruitment system;
• Maintain and monitor monthly and annual CSO platform staff attendance records for CO review;
• Keep regular contact with project experts and consultants to inform them about the project details and changes;
• Under Project Manager’s coordination provide services for performance evaluation review of CSO secretariat personnel.

Perform any other administrative and financial duties related to the project as requested by the Project Manager.

Corporate Competencies

• Demonstrates integrity by modelling the UN’s values and ethical standards;
• Promotes the vision, mission, and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies

Knowledge Management and Learning

• Promotes knowledge management   within the national Institutions environment through sharing of information and personal example;
• Actively works towards continuing personal learning and development.

Job knowledge and technical expertise

• Good financial and budgeting skills;
• Ability to manage complex data, monitor and analyses budget;
• Ability to prepare financial reports;
• Excellent IT skills.

Delivery

• Consistently approaches work with energy and a positive, constructive attitude;
• Ability to perform a variety of repetitive and routine tasks and duties related to finance;
• Ability to handle a large volume of work possibly under time constraints;
• Ability to organize and complete multiple tasks by establishing priorities.

Communication

• Listens to develop awareness of client’s needs;
• Respects difference of opinion;
• Finds common ground to solve problems;
• Demonstrates behaviors such as teamwork, maintaining relationships, and seeks guidance from supervisor to address issues.

Education

• Bachelor degree in economics, finance, administration, management or any other related field.

Experience

• At least 3 years of relevant finance experience;
• Financial and budgeting skills;
• Ability to manage complex data, monitor and analyse budgets;
• Ability to prepare financial reports;
• Assist in procurement of services and goods under the project where appropriate;
• Relevant administrative experience;
• Previous experience in organizing events (workshops, seminars, visits);
• Logistical organization of meetings;
• Correspondence drafting;
• Working knowledge of UNDP rules and regulations is a strong asset;
• Previous experience in administering UNDP is a strong asset.

Language

• Fluency in English and Portuguese (written and spoken) is required.