Administrative & Finance Associate – NPSA6 (Herat), Herat, Afghanistan At UNDP – United Nations Development Programme


Closing date: Friday, 8 September 2023

Job Identification : 13101

Locations : Herat, Afghanistan Afghanistan

Posting Date : 08/17/2023, 07:45 AM

Apply Before : 09/08/2023, 03:59 AM

Job Schedule : Full time

Agency : UNDP

Grade : NB3

Vacancy Type : National Personnel Service Agreement

Practice Area : Effectiveness

Bureau : Regional Bureau for Asia and the Pacific

Contract Duration : 1 Year with Possibility for extension

Education & Work Experience : Bachelor’s Degree – 3 year(s) experience OR High School certificate- 6 year(s) experience

Required Languages : English, Dari and/ or Pashto

Vacancy Timeline

2 Weeks

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.

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. UNDP has been working in Afghanistan for more than 50 years on climate change and resilience, gender, governance, health, livelihoods, and rule of law. Under the broader framework of the Sustainable Development Goals (SDGs) and in close coordination with other UN agencies, UNDP is supporting Afghan people’s aspiration for peace, prosperity, and sustainability. UNDP is currently implementing its flagship crisis response programme, ABADEI (Area Based Approach to Development Emergency Initiatives), as part of the ongoing UN-led response to prevent a humanitarian catastrophe and the breakdown of Afghanistan’s economy following the August 2021 shift in power.

The ABADEI Strategy is a tailored area-based integrated programming approach to support basic human needs, complementing short-term humanitarian life-saving assistance with the safeguarding of livelihoods and the strengthening of community resilience. It is centered around addressing worsening poverty and vulnerability, supporting community resilience and social cohesion, addressing climatic vulnerability and enabling the rehabilitation of small-scale infrastructure vital for basic human needs. It supports the creation of immediate sources of income through vocational skills training, cash-for-work, cash for market, small businesses and livelihood opportunities with particular focus on agri-business and regenerative agriculture infrastructure and services (critical for food security) that are under threat. It is sensitive to the chronic and newly emerging vulnerabilities of Afghan women and girls and aims at providing them assistance in a manner that does not exacerbate their susceptibility to violence and deprivation of opportunities and rights.

Duties and Responsibilities

Support in implementation of operational and financial management strategies, focusing on the following results:

  •  Support Area Managers and in close collaboration with the Operations Associate in the Project Field Office ensure proper planning, adherence to internal control systems and safeguarding of measures for efficient and effective use of financial and other resources of the ABADEI programme.
  •  Ensure full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting systems.
  •  Support in the preparation of budgets, periodic expenditure reporting, donor reporting and other financial reportings.
  •  Properly manage bank and cash operations.
  •  Maintain complete sets of books of accounts and financial records on a daily basis following standard accounting principles.
  •  Support in the analysis and monitoring of finances, the presentation of forecasts for the ABADEI programme, the monitoring of financial exception reports for unusual activities and transactions.
  •  Ensure financial transactions are authorized, recorded, and filed with their required supporting documentation.
  •  Provide coordination support during the audit and spot check processes in accordance with UN/UNDP rules, regulations, policies and procedures, including in pre-audit preparations and ensure the follow ups on the implementation of audit findings.

Ensure effective administrative support, focusing on the following results

  •  Provide administrative support for smooth implementation of ABADEI programme.
  •  Assist in preparing annual and quarterly work plan and periodic reporting.
  •  Assist in coordinating personnel travel, consultants and partners which relates to the implementation of the ABADEI work plan.
  •  Ensure availability, efficient deployment and regular maintenance of programme equipment, including, computers, and other equipment for operational purposes.
  •  Prepare various contractual documents related to procurement of goods and services ensuring adequate protection of the interest of the programme and follow-up on the status of the contract.
  •  Provide support in administering recruitment and procurement of goods and services in accordance with UNDP rules and procedures.
  •  Perform other administrative duties related to the ABADEI programme as assigned by the Area Manager.

Ensures knowledge building and knowledge sharing, focusing on the following results

  •  Ensure facilitation of knowledge building and knowledge sharing and provide guidance to all stakeholders on financial and administrative matters
  •  Support the organization/conduct of training on financial management and administrative procedures.
  •  Document lessons learned and best practices in finance and administration.

Institutional Arrangement

Under the overall guidance and direction of the ABADEI Programme Manager and the direct supervision of the Area Manager, the Administrative and Finance Associate will be responsible for providing administrative, coordination and financial management support.

Competencies

Core Competency

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

Thematic Area

Name

Definition

Administration and Operations

Assets Management

Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in Quantum, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run APAM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information

Administration & Operations

P-card program management

Knowledge of policy & procedures on P-Card management; ability to perform delinquency review and management, as well as P-Card compliance reviews and reporting; develop supporting tools to enhance P-card program and management

Administration & Operations

Documents and records management

Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Finance

Budget management

Ability to support budgetary aspects of work planning process, drawing and management of team budget

Finance

Financial reporting and analysis

Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance

Business Management

Customer Satisfaction/Client Management

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results andor solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns

Business Management

Monitoring

Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results

Required Skills and Experience

Min. Education requirements:

  •  High School Diploma or a Bachelor’s degree in finance, accounting, business administration, or Public Administration.

Min. years of relevant work experience:

  •  Minimum of six (6) years with High School Diploma, or three (3) years with Bachelor’s degree, of relevant experience with financial transactions processing and monitoring financial management and spot-check of financial transactions, work in various aspects of administration, including general administration and procurement.

Required skills:

  •  Knowledge and experience in the usage of computers and office software packages (Microsoft Office package, etc.).
  •  Working knowledge with spreadsheet and databases..
  •  Knowledge and familiarity with the region is a requirement

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

  •  Experience with United Nations and/or multilateral and bi-lateral aid organizations.
  •  Prior UNDP experience and familiarity with its policies and procedures, particularly in the applicable job area, is an added advantage.
  •  Experience with documents and records management.
  •  Ability to work independently, taking initiative, proactive, reliable and impartial.

Required Language(s):

  •  Proficiency in English.
  •  Proficiency in Dari and/or Pashto is required.

Professional Certificates:

  •  Internationally recognized accounting certification will be an advantage
  •  Procurement certification would be an asset.

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.

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