Job Identification : 12663

Locations : Ulan Bator, Mongolia

Posting Date : 07/27/2023, 01:43 AM

Apply Before : 08/10/2023, 03:59 PM

Job Schedule : Full time

Agency : UNDP

Grade : NB3

Vacancy Type : National Personnel Service Agreement

Practice Area : Governance

Bureau : Regional Bureau for Asia and the Pacific

Contract Duration : 6 months

Education & Work Experience : Bachelor’s Degree – 4 year(s) experience OR High School certificate- 7 year(s) experience

Required Languages : English and Mongolian

Vacancy Timeline

2 Weeks

Mobility required/no mobility

no mobility required

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The project “SDG-Aligned Budgeting to Transform Employment in Mongolia” aims to support increased employment and promotion of decent work in Mongolia. The Project plans to achieve its goal by conjoining two main streams of activities: i) enabling and promoting employability in Mongolia via direct interventions and policy improvements, and ii) improving the public finance management systems to absorb results-oriented, effective and evidence-based policies and budget initiatives in employment and labour sectors.

The project will be implemented in close coordination with the Ministry of Finance, Ministry of Labour and Social Protection, National Development Agency, Ministry of Food, Agriculture and Light Industry, Ministry of Education and Science, General Agency on State Inspection, as well as Mongolian Employers’ Federation, Confederation of Mongolian Trade Unions, industry representatives and civil society organizations.

The project will run until March, funded by the European Union (EU), and will be implemented jointly by UNDP, FAO, and ILO. The project has the following four components: Component A: Bridging Policies with Budgets

Component B: Budget Oversight and Transparency

Component C: Employment Promotion: Boosting Employability

Component D: Effective Application of International Labour Standards by Strengthening Institutions of Work

Duties and Responsibilities

Under the overall guidance and direct supervision of the National Project Manager, the Admin and Finance Associate is responsible for project implementation support services, ensuring effective operational management of the project and transparent utilization of financial resources. The Admin and Finance Associate promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations. The Admin and Finance Associate works in close collaboration with the Project Implementing Unit (PIU) and the Country Office.

Summary of key functions:

•  Financial and budget management;
•  Administrative support;
•  Travel;
•  Asset Management.

Finance and Budget Management:

•  Ensure full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and procedures;
•  Prepare draft budgets, budget set-up and clearance, as well as budget revisions and enter the updates into the system;
•  Manage project budget in accordance with the UNDP financial rules and regulations and the European Union requirements;
•  Verify all supporting documentation for payment requests, disbursement vouchers, Responsible Parties’ financial reports and other financial documents, when required; ensure timely follow up actions on pre-payment vouchers;
•  Submit voucher/vendor creation requests to GSSU and tale necessary actions;
•  Ensure timely corrective actions on Purchase Orders and vouchers with budget check errors, match exceptions, unapproved PO and vouchers;
•  Provide the accurate information to the Finance and HR Units for the monthly payroll;
•  Develop forecasts of budget utilization and the expenses related to activities as required;
•  Prepare weekly cash forecasts and submit to Country Office;
•  Maintain internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas;
•  Monitor financial expenditure of the project and ensure that financial delivery of the project is in accordance with the project document and annual work plans;
•  Suggest changes or improvements to increase accuracy and efficiency;
•  Take initiatives to mainstream gender in project budgets;
•  Liaise with the Country Office, counterparts and other parties on preparation of contracts, budgets and payments;
•  Prepare mid-year and annual budget expenditure reports; ensure timely preparation of financial reports in accordance with the reporting schedule, including the financial reports of different components of the project;
•  Collaborate and coordinate with FAO and ILO finance focal points;
•  Ensure preparation for, and support to spot checks, and annual project audits;
•  Ensure regular follow up to audit recommendations.

Administrative support:

•  Actively participate in the preparation of annual work plans, and project operational planning, including procurement planning;
•  Assist in administrative work and provide logistic support for smooth implementation of the project, including support organization of meetings, training, workshops, conferences and seminars;
•  Ensure availability, efficient deployment and regular maintenance of the project equipment;
•  Ensure office supplies are well stocked and properly accounted for, and maintain vehicle logbooks;
•  Prepare various contractual documents related to procurement of goods and services and follow-up on the status of the contract;
•  Maintain up-to-date the file of contracts and periodically report to NPC on necessary follow-up actions;
•  Maintain filing and archiving of project documents and submit the archived documents to the respective authorities on a timely basis;
•  Assist in preparation of regular progress reports in line with reporting schedule;
•  Support coordination and synergies of project components, other relevant projects and initiatives;
•  Perform other administrative and financial duties as assigned by NPC;

Travel:

•  Make the required travel arrangements, accommodation, venue, and other logistics for workshops, trainings, seminars, etc.;
•  Preparation and timely submission of Travel Authorizations (TAs) and travel claims. Ensure all travel related files contain up to date information.

Assets Management:

•  Ensure inventory and asset management according to IPSAS requirements;
•  Participate in regular physical inventory verification and submits subsequent inventory reports, produce the required release and receiving documents.
•  Manage transfer of assets in line with the UNDP asset management rules and regulations.

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

Cross-functional

•  Results-based Management: Ability to manage programmes and projects with a focus at improved performance and demonstrable results
•  Communication : Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
•  Working with Evidence and Data: Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making
•  Digital Awareness and Literacy: Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed

Technical

•  Finance : Accounting; Audit Risk Management; Banking and Cash Management; Budget Management; Financial Reporting and Analysis; Financial Communication and Impact; Property and Asset Management
•  Customer Satisfactions: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.

Required Skills and Experience

Education:

•  Secondary education is a requirement.
•  Bachelor’s degree in Accounting, Finance, Business or Public Administration, Economics or related fields is a strong asset.

Experience:

•  A minimum 4 years (with BA degree) or a minimum 7 years (with secondary education) of relevant experience at the national and/or international level accounting, finance, operations, administration or audit services.
•  Experience in managing budget and finance of complex projects, programmes, or initiatives is an asset;
•  Experience working with public sector/government institutions is an asset;
•  Working experience with Corporate Enterprise Resource Planning software is an asset.
•  Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages.
•  Thorough knowledge of generally accepted accounting principles (e.g. IPSAS)
•  Demonstrates commitment to UNDP’s mission, vision and values.
•  Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
•  Zero tolerance for any harassment, i.e. any offensive behaviour, words and actions, including sexual and psychological harassment, bullying, etc.

Required Languages:

•  Excellent knowledge of English and Mongolian, both spoken and written

Professional certificates:

•  Mongolian Certified Public Accountant Completion Certificate is an asset
•  ACCA or other public certified accounting is an asset.

Note on rosters: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.