Job Description

Under the supervision of the National Project Manager, the Administration and Finance Officer provides support to project implementation performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administration and Finance Officer promotes a client, quality and results-oriented approach.

The Admin & Finance Officer (AFO) works in close Coordination with UNDP’s Environment and Climate Change and Operations Units to ensure consistent service delivery complying with UNDP rules and donor’s requirements.

The Government of Pakistan has recognized the threat from GLOFs in its National Climate Change Policy. To be able to strengthen capacities of vulnerable communities, the Government of Pakistan has secured GCF resources for resilience building and to avoid human and material losses from GLOF events. The proposed GCF project will strengthen the technical capacity of sub-national decision makers to integrate climate change and disaster risk management into medium- and long-term development planning processes.Duties and Responsibilities

Summary of Key Functions:

  • Ensures administration and implementation of operational and financial strategies

  • Ensures effective and efficient provision of administrative support services

  • Ensures effective administrative and financial control in the project

  • Ensure oversight over all administrative and financial management matters in the project, across federal, provincial and fields offices

Ensures administration and implementation of operational and financial strategies, focusing on achievement of the following results:

  • Full compliance with UN/UNDP rules, regulations, and policies of financial activities, 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.

  • Business processes Mapping and elaboration of the content of project Standard Operating Procedures in Administration and Finance, in line with corporate rules and regulations.

  • Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with project management.

Ensures effective and efficient provision of administrative and financial support services, focusing on achievement of the following results:

  • Coordination and supervision of support staff engaged in the fields of registry, general services, telephone operator/receptionist, etc.;

  • Coordination and supervision on behalf of the project, of shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies;

  • Presentation of thoroughly researched information for planning of financial resources for administrative services;

  • Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.

Ensures effective administrative and financial control in the project, focusing on achievement of the following results:

  • Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.

  • Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in Atlas;

  • Review of data integrity in the database, control programme; Analysis of results and initiation of corrective actions when necessary.

  • Proper inventory control; supervision of proper issuance of inventory items and supplies.

  • Review of travel authorizations, documentation, payments

  • Assistance in the preparation of budget, audit and other reports.

  • Provision of researched information, reports for audit exercises.

  • Ensure oversight over all administrative and financial management matters in the project, across federal, provincial and fields offices

  • Bear responsibilities for all (federal, provincial, district) logistics, procurement, finance and recruitment for the project, in accordance with corporate UNDP rules and regulations as well as donor’s requirements;

  • Oversees and guides the work of provincial and district admin/finance staff;

  • Prepare all financial and administrative documents related to the project implementation;

  • Develop quarterly and annual budget plans for recruitment of personnel; maintain financial records and monitoring systems to record and reconcile expenditures, balances, payments and other data for day-to-day transaction and reports;

  • Advise and assist Project staff, experts and consultants on all respects of allowances, salary advances, travel claims and other financial and administrative matters, and calculate and authorize payments due for claims and services;

  • Provide organizational and administrative support in implementation of project activities including organization of roundtables, workshops, trainings, working meetings and other events;

  • Prepare detailed cost estimates and participate in budget analysis and projections as required to handle all financial operations of the Project Office, make cash payments and reconcile all accounts in required time frame;

  • Maintain, update and transmit inventory records of non-expendable equipment in accordance with UNDP rules;

  • Perform cash custodian’s duties being primarily responsible for project’s cash disbursements and maintain project’s petty cash book and payrolls related to the regional offices;

  • Ensure leave monitoring of project staff, check the accuracy and proper completion of monthly leave reports;

  • Analyze the potential problems concerning administrative-financial issues and take respective measures to provide adequate project’s resources on time for implementation of the project activities;

  • Encourage awareness of and promotion of gender equality among project staff and partners;

  • Ensure full compliance of administrative and financial processes and financial records with UNDP rules, regulations, policies and strategies;

  • Define the cost-effective measures for optimal use of resources of the project;

  • Perform other duties related to personnel, administrative and financial issues of project as required.

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

  • Organization of training for project staff on financial management;

  • Synthesis of lessons learnt and best practices in financial management;

  • Sound contributions to knowledge networks and Communities of Practice.

The incumbent of the position will uphold the non-discriminatory behavior and ensure that:

  • Human rights and gender equality is prioritized as an ethical principle within all actions;

  • Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;

  • Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;

  • Differentiated needs of women and men are considered;

  • Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;

  • Necessary arrangements to provide gender parity within all committees, meetings, trainings, etc.

The key results have an impact on compliance of the project with UNDP, Government and GCF administrative and financial rules and regulations. Effective financial management policies allow for efficient use of resources, and attainment of project results with the limits of time and cost.

Competencies

Core Competencies:

Innovation: Ability to make new and useful ideas work

  • Level 3: Adapts deliverables to meet client needs

Leadership: Ability to persuade others to follow

  • Level 3: Proactively seeks and recognizes contributions of others

People Management: Ability to improve performance and satisfaction

  • Level 3: Appropriately involves team in different stages of work and decision-making

Communication: Ability to listen, adapt, persuade and transform

  • Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation

Delivery: Ability to get things done while exercising good judgement

  • Level 3: Takes responsibility for addressing critical situations and delivering core value

Technical/Functional Competencies:

Advocacy

  • Level 3: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Building Strategic Partnerships

  • Level 3: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Client Orientations

  • Level 3: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Job knowledge

  • Level 3: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Data Analysis and Visualization

  • Level 3: Ability to evaluate, transform and model data to derive relevant findings- undertake & provide analysis of data to assess Org performance and or global trends

Monitoring and Evaluation

  • Level 3: Knowledge of methodologies, assessment tools, systems and apply practical experience in planning, monitoring, evaluating and reporting and ability to apply to practical situations

Gender

  • Displays gender sensitivity and promotes gender equality in all aspects of work

  • Knowledge of systems for gender mainstreaming and ability to apply to strategic and/or practical situation

Required Skills and Experience

Education:

  • Completed Masters degree in finance and accounting. Specialized certification in accounting and finance required will be preferred.

Experience:

  • At least 2 years of progressively responsible experience in accounting and finance required;

  • Good interpersonal and communication skills;

  • Initiative, analytical judgment, ability to work under pressure, ethics and honesty;

  • Ability to use information and Communication Technology as a tool and resource;

  • Experience in the field of environmental management is an asset.

Language Requirements:

  • Demonstrated proficiency in oral and written English and Urdu. Knowledge of other local languages is an asset.

Disclaimer

Please Note:

HEC attested degrees are a prerequisite for employment at UNDP. During the recruitment process candidates may be required to present HEC attested degrees.

Foreign Qualified Candidates: Foreign degree holders shall be required to

(i) Present a verification/certification letter from the university verifying the degree & student enrollment, or

ii) Foreign degree Equivalence Letter from HEC.

UNDP provides the Equal Opportunity for all equally qualified male & female including the physically challenged candidates, female candidates are particularly encouraged to apply (local and internal VA)

United Nations Development Programme (UNDP) does not charge fee at any stage of the recruitment process including application, interviews, selection or induction etc. Moreover, UNDP does not concern itself with any information on the applicants bank accounts

"UNDP has zero tolerance towards Sexual Harassment (SH) and Sexual Exploitation & Abuse (SEA)”.

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