United Nations Development Programme (UNDP)

Administrative/Finance Assistant

United Nations Development Programme (UNDP)

Job Description

UNDP project “Consolidating Parliamentary Democracy in Georgia” contributes to improved democratic governance in Georgia through strengthening the performance of the Parliament of Georgia and the Supreme Council of Autonomous Republic of Ajara (SCA) within the new context of constitutional and legislative framework.

Project supports the Parliament to enhance evidence-based policy and law-making processes, develop better capacities for Government oversight, increase public engagement in parliamentary processes and improve institutional effectiveness and efficiency. It also extends support to the SCA in streamlining its institutional framework, including for implementing open governance initiatives locally.

Duties and Responsibilities

Under the overall supervision of the Project Manager(s) the Administrative/Finance Assistant will provide finance management and administrative support for smooth implementation of the UNDP project(s) in compliance with all relevant UNDP rules and regulations.

Specific responsibilities: Some specific tasks of the Project Support would include:

Provision of administrative services:

  • Set up and maintain project files

  • Collect project related Information Data

  • Update project work plans

  • Administer Project Board meetings

  • Organize meetings, seminars and trainings in the frame of the project. This includes preparing budgets and other materials for the meetings, coordinating travel and lodging of participants, paying DSA, etc.

  • Coordinate travel arrangements and logistical issues including shipments and customs clearance; make necessary arrangements for the international and national experts missions, advise the stakeholders on all aspects of mission programming and logistics.

  • Secure the maintenance of the project vehicle and keep track of logbook.

Project documentation management:

  • Review and maintain incoming and outgoing communications; draft correspondences, memos

  • Maintain project filing system. Register and keep track of contracts and other documents related to the project according to the relevant UNDP rules and regulations

  • Ensure Donor visibility in daily implementation of the project

  • Compile, copy and distribute all project reports

Financial, Procurement and HR Management, Monitoring and reporting:

  • Fulfil the Financial Management tasks under the responsibility of the Project Manager.

  • Provide support in the use of Atlas (external module and intranet resources) for monitoring and reporting.

  • Support Project Manager in future arrangements/financial planning. Be fully aware of the financial status of the project and be able to provide necessary information/data.

  • Keep track of all project related transactions, including filing of contracts with staff, receipts, checks, inventory of purchased equipment, materials under the project in order to ensure information needed for auditing purposes be easily available; maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures.

  • Prepare Requests for Direct Payment and ensure it is accompanied with original and legal documentation that support this request for payment.

  • Prepare budget revisions to reflect the latest needs of the project.

  • Collect information and contribute to the preparation and timely submission of budget estimates, budget mid-year reviews; in Coordination with the Project Manager prepare and update monthly financial workplans.

  • Prepare financial reports to donors in the required format.

  • Monitor the administrative activities of the Project’s office in Ajara (Project Outcome 2) and ensure their compliance with the UNDP rules and regulations. Provide respective advice and guidance where required.

  • Monitor Responsible Parties’ financial reports, expenses and bank transaction reports and their compliance with the provisions set out under the Responsible Party Agreements. Be regularly updated (at least on quarterly basis) on the financial status (spending) of the Responsible Parties.

  • Provide assistance in the HR related project matters throughout the entire recruitment process, contracting and timely disbursement of salaries. More particularly:
    • Set up and renew contracts with project staff and monitor/maintain staff leave records.

    • Recruit temporary experts/consultants in compliance with UNDP recruitment procedures and extend their contracts (if required).

    • Carry out salary and/or other eligible expenses of the staff and invited experts/consultants (i.e. DSA, travel, etc.) payment arrangements according to existing contracts.


  • Maintain a procurement plan, participate in conducting procurement tenders and prepare procurement contracts for goods and services.

  • Control project assets, maintain office equipment and keep inventory list.

  • Provide the above services to other project(s) as well if/when required at the decision of UNDP Country Office management.

  • Perform other duties as required.

Competencies

Corporate Competencies:

  • Demonstrates integrity by modeling 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;

  • Treats all people fairly without favoritism.

Functional Competencies:

  • Corporate Responsibility & Direction;

  • Good interpersonal skills, client-orientation, and ability to work in a team;

  • Ability to work under pressure with several tasks and various deadlines;

  • Actively generates creative, practical approaches and solutions to overcome challenging situations;

  • Excellent writing, oral, communications and presentation skills;

  • Usage of Information Technology effectively as a tool and resource;

  • High level of flexibility; demonstrates openness to change and ability to manage complexities;

  • Consistently approaches work with energy and a positive, constructive attitude;

  • Actively works towards continuing personal learning and development, acts on learning plan and applies newly acquired skills.

Required Skills and Experience

Education:

  • Bachelor’s Degree in Business Administration, Economics or related field.

Experience:

  • Minimum 7 years of work experiences in project administrative work, including logistical, procurement, HR and financial support;

  • Experience in providing project support and/or coordination of activities with NGOs, UN agencies and/or EU institutions, or other donor or international organizations is required;

  • Strong experience in preparation of budgets, work-plans and implementation plans is required;

  • Strong experience in online search engines, contributing to report writing and undertaking Desk Research.

  • Knowledge of international organiations’ procurement and financial rules and regulations is an asset;

  • Experience in preparation of presentations, meetings and administrative documentation for projects;

  • Knowledge of project management tools and utilization of these regularly in work and assignments.

  • Experience with Microsoft Office applications, high proficiency in the use of MS Word, Excel and PowerPoint;

  • Experience in handling of web-based Management Systems.

Language Requirements:

  • Fluency in written and spoken Georgian and English.

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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