Job Identification : 12840
Locations : Vientiane, Lao People’s Democratic Republic
Posting Date : 10/17/2023, 06:45 AM
Apply Before : 10/31/2023, 04:59 PM
Job Schedule : Full time
Agency : UNDP
Grade : NPSA-8
Vacancy Type : National Personnel Service Agreement
Practice Area : Disaster Risk Reduction and Recovery
Bureau : Regional Bureau for Asia and the Pacific
Contract Duration : 1 Year
Education & Work Experience : Master’s Degree
Other Criteria : Bachelor’s Degree with 2 years of experience
Required Languages : English and Lao
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.
Guided by the global UNDP Strategic Plan (2022 – 2025) and UNDP Country Programme for Lao PDR (2022 – 2026), UNDP in Lao PDR works closely with the line Ministries, mass organizations, civil society, development partners, and the private sector at both national and sub-national levels in pursuit of the national socio-economic development priorities defined in Lao PDR’s five-year National Socio-Economic Development Plan (NSEDP) and Sustainable Development Goals (SDGs). The UNDP’s work is strongly focused on the provision of policy advice and technical support to the Government of Lao PDR in the design and implementation of national legislation and strategies across four broad Priority Pillars – (1) inclusive growth and reduced inequalities, (2) UXO clearance and risk education, (3) natural resources, climate change and disaster risk reduction, as well as (4) effective, responsive, and accountable governance.
UNDP has a long history working in Lao PDR. UNDP’s comparative advantage has been its ability to work closely with a very broad range of government and local-level institutions at all levels. The new UNDP country programme is aligned with the 9th NSEDP and is anchored in UNDP’s long-term partnership with the Government of more than three decades. The new programme builds on the achievements of the previous CPD that saw the incorporation of the SDGs into the national planning architecture. It will aim to support Lao PDR recover from the economic and social impacts of the COVID-19 pandemic and continue its transition from LDC status, with a particular emphasis on supporting inclusive growth and reducing inequality.
Duties and Responsibilities
The Finance and Administration Officer will work under the supervision of the Project Coordinator, and work closely with the UNDP programme Associate, Programme Analyst for Natural Resource Management, Climate Change and Disaster Risk Reduction Unit and the Project management Unit (PMU) as well as the key government counterparts.
The position will be located at either the government or UNDP office (Arrangement will vary between projects) UNDP may consider hiring several candidates from this recruitment process for performing similar tasks for newly launched projects.
UNDP is preparing several other new policy and project initiatives in the Natural Resources Management, Climate Change and Disaster Risk Reduction portfolio, which are expected to be launched in 2023 and beyond. The Administration and Finance Officer will be assigned one or several projects from this pool, and will perform the following tasks for each of these projects.
The Administration and Finance Officer will be directly responsible for successfully completing the below set of tasks within allotted, agreed-upon time frames: Ensures strategic direction of project operations and administration focusing on achievement of the following results:
- Provide effective administrative support to the implementation of the project;
- Ensure maintenance of the project records and filing systems and safekeeping of confidential materials;
- Ensure timely and quality administrative and logistical support to project activities;
- Conduct periodic equipment/property inventory and ensure recording in the appropriate ledgers;
- Facilitate procurement of office supplies, equipment, and any procurement services needed;
- Facilitate the conduct of personnel performance appraisal; monitor personnel leave credits and absences;
- Ensure provision of logistical services such as arrangement of meetings workshops and other project-related events, as well as day-to-day transportation and mission travel requirements; and,
- Undertake any additional tasks as assigned by the Project Coordinator.
Provides support for effective and efficient financial control in the project, focusing on achievement of the following results:
- Analyze and interpret the financial rules and regulations of UNDP, and assist in providing solutions to issues related to finance, logistics and day-to-day office administrative activities, while, promoting a collaborative, client-focused, quality and results-oriented service;
- Provision support for planning of financial resources of the project, such as preparation of reports containing analysis of the financial situation; preparation and monitoring of budgets; regular analysis and reporting on the budget approvals and the delivery situation;
- Maintenance of the internal expenditures control system, including budget checks and timely corrective actions on unposted vouchers, the vouchers with budget check errors, match exceptions, and unapproved vouchers;
- Process documents for cash advance, liquidation, reimbursements in a timely manner, for submission to and approval of the Project Coordinator.
- Preparation of non-PO vouchers for the project and payrolls for salaries and other benefits due to project staff;
- Creation of requisitions in Quantum for development projects and register of goods receipt in Quantum;
- Coordination with the UNDP Procurement Team in the procurement of supplies, including requisition, request for quotation, costing for services, machinery, necessities, and any required materials for the project;
- Certify expenditures for approval of payments and monitor/control budget expenditures and approved allotments; and,
- Coordinate and act as focal point for issues relating to finance and administration.
Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
- Organization/conduct of training for the projects staff on financial management;
- Synthesis of lessons learnt and best practices in finance and administration;
- Sound contributions to knowledge networks and communities of practice; and,
- Provide accurate, prompt and appropriate information and reports to the Project Coordinator on administrative matters of the project.
Ensures office management and support to events and logistical arrangements:
- Perform office management as well as procurement systems, policies and procedures in accordance with UNDP guidelines;
- Manage the day-to-day operations of the office, including the provision of assistance in the implementation of office, personnel and logistics management systems;
- Equipment/vehicle utilization and other administrative records;
- Ensure the proper maintenance of office premises, equipment, furniture and vehicles and monitor the condition and use of said resources in accordance with established guidelines;
- Support in developing administrative project material including: 1) event notification forms and checklists; 2) calendars of events and activity schedules; and 3) lists of invitees and participants; 4) assists in monitoring the work progress of project consultants to ensure adherence to the timelines stipulated under the applicable terms of reference and requests for quotations/proposals;
- Support the project events/activities including: 1) preparatory communications with stakeholders; 2) dissemination of invitations; 3) coordination with event resource persons; 4) pre-event communication with invitees; 5) provision of on-site logistical support; and 6) post-event communication with participants;
- Support liquidations of cash advances and review of related documents;
- Support ensuring that requests for travels are in accordance with UNDP guidelines, following up and finalizing travel arrangements of Peace Team personnel and activity participants;
- Coordinate with hired vehicles for project activities in terms of itineraries and other arrangements;
- Support ensuring regular updates of all project-related webpages and communications outlets.
Perform additional related tasks as per the request of the Project Coordinator.
- Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
- Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
- Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.
- Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
- Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
Cross-Functional & Technical competencies
Administration & Operations
- Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
- Events management (including retreats, trainings and meetings) Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Business Direction & Strategy
- System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.
Administration & Operations
- Travel policy and procedures: Knowledge of travel policy and procedures; a circulars and financial regulations and rules on travel-related matters ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters.
- Audit (General): Understands how regulations and professional standards in internal and external audit underpin audit work in the public services. Understands the key stages of audit work, including planning, documentation, testing and reporting. Ability to examine and verify accounts and records. Understands wider mechanisms for assurance and scrutiny. Understands the law and best practice relating to anti-bribery and corruption controls and the fraud risks faced by public bodies.
- Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
- Audit risk management: Ability to address audit issues raised in the course of an audit and propose solutions in order to ensure a true and fair audit opinion is achieved.
Required Skills and Experience
- A professional accounting qualification from an internationally accredited institute of accountancy, and/or Advanced (Master’s) University Degree in Finance and/or Accounting is required. Candidates with professional accounting qualifications from an internationally accredited institute of accountancy will have a distinct advantage.
- Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or- finance must complete the Finance Training and Certification Programme (FTCP), if recruited.
- Candidates satisfying the two above criteria are exempted from undertaking the UNDP Advanced Accountancy and Finance Test (AAFT).
- Candidates with MBA or masters in finance with no accountancy qualification but with relevant experience must successfully undertake the UNDP Advanced Accountancy and Finance Test (AAFT) to be eligible for shortlisting.
- Up to 2 years (with Master’s degree) or minimum 2 years (with Bachelor’s degree) of professional experience in administration and financial support for projects or programmes.
- Experience with private or public sector enterprises, UN and international organizations in financial management required.
- Proficient in use of web based financial systems/ ERP software.
- Excellent knowledge of spreadsheets and database packages, including MS Office (Excel, PowerPoint and Word).
- Experience working with diverse teams with different technical capacities in international development is an asset.
- Professional accounting qualification from an internationally recognized institute of accountancy would be desirable.
- Experience with Global Environment Facility (GEF) funded projects would be a great advantage.
- Expertise in UNDP ERP, ATLAS and SharePoint is an advantage.
- Knowledge in other applications of programming, statistical analysis, design, and/or project management is desirable.
- Accounting Certification would be an asset.
- Excellent written and oral English & Lao is required.
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.
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.
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