United Nations Development Programme (UNDP)

Project Assistant Admin and Finance

United Nations Development Programme (UNDP)

Job Description

Brief Project Description: UNDP is currently working in various areas concerning sustainable development, from systems and institutional strengthening to inclusive growth and sustainable livelihoods, as well as sustainable energy, environment and resilience. The Climate Change, Resilience and Energy portfolio at UNDP is organized around the thematic areas of Climate Change Adaptation and mitigation; Disaster Management and resilience; and access to clean and efficient energy. UNDP is looking for a Project Assistant Admin and Finance for its Climate Change and Energy portfolio. The incumbent will provide overall functional support for managing finance and admin related work of 2-3 projects. These projects are of climate change and energy domain and being closely implemented with Central Ministries and State Governments. The Project Assistant Admin and Finance will support the Project Manager in implementation of the project. S/he will be based at UNDP, New Delhi and shall work under the guidance and supervision of the Project Manager/s. As this is a full-time position, s/he cannot hold any other job/assignments during this assignment.Duties and ResponsibilitiesSummary of Key Functions: Under the overall guidance and supervision of the Project Manager/s, provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Project Assistant Admin and Finance will work under the overall supervision of Chief, CCRE Unit, UNDP, New Delhi. She/he promotes a client-oriented approach consistent with UNDP rules and regulations. The Project Assistant Admin and Finance works in close collaboration with state project team members for resolving Administration and finance related issues and Information Exchange.
Duties and Responsibilities: Candidates will primarily be responsible for executing work related to Financial Management and providing administrative support for project implementation I. Financial Management:
  • Preparation of expenditure reports, budgets, revisions and projections for the CCRE team etc.

  • Preparation of the financial reports for donors, UNDP and Government as per the requirement.

  • Process timely payments of vendors, travel and other claims of staff. Coordinate with vendors and UNDP finance team for timely payment.

  • Coordinate with Finance team for filing responses for Government Ministries on project and its Finances.

  • Coordinate with Central Ministries and State Government for smooth project fund flow as per the Government of India and UNDP guidelines.

  • Assist in preparation of legal documents for contracting and procurement of goods and services, including maintenance and physical verification of assets.

  • Facilitate financial audits and process annual, half yearly and quarterly financial progress Reports.

  • Filling and documentation of important papers

II. General Administration:
  • Provide administration and operational support at the central/national level.

  • Draft letters, invitations, meeting agenda and meeting minutes and make travel arrangements as needed.

  • Organize logistics for meetings/workshops/ events.

  • Support and guide States Project Management units in all the financial, administrative and operational issues.

  • Coordinate with counterpart in Central Ministries and State Departments to seek/provide project related information.

  • Assist in collation and compilation of data and information from the concerned implementing partners

  • Facilitate in preparing and monitoring contracts, follow ups with the contractors/consultants

  • Maintaining project documents, inventory, correspondence and communications

  • Any other function as required pertaining to the effective implementation of the climate change programme.

CompetenciesFunctional Competencies:Communication Skills
  • Good facilitation and communication skills

  • Excellent writing and presentation skills (should be able to independently draft official communications)

Fundamental knowledge of processes, methods and procedures
  • Understands the main processes and methods of work regarding to the position

  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks

  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning

  • Demonstrates good knowledge of information technology and applies it in work assignments

Data gathering and implementation of Management Systems
  • Uses information/databases/other management systems

  • Provides inputs to the development of simple system components

  • Excellent working knowledge of MS Office-Word, Excel, Access, Power Point, Intra-Internet, e-mail applications etc. Knowledge of other applications such as Front Page, Publisher and some multimedia tools would be useful.

Maintains effective Client Relationships
  • Reports to internal and external clients in a timely and appropriate fashion

  • Organizes and prioritizes work schedule to meet client needs and deadlines

  • Responds to client needs promptly

  • Ability to liaise and work with people of different backgrounds

  • Ability to work well under pressure.

Required Skills and ExperienceEducation:

A minimum of Bachelor’s Degree.

Experience:  Essential:

5 years of relevant experience in financial management and general administration or Programme Support service.

Desirable:

Experience of working with international organizations, NGOs/ INGOs including the UN.

Language Requirements:
  • Excellent oral and writing skills in English and Hindi

  • Language skills common in the programme State is preferred.

Remuneration package is Rs. 77,809/- per month (taxable). UNDP also offers additional benefits which includes medical insurance coverage and limited pension reimbursement for the contract holder and encourages work life balance. UNDP strives to have a workforce which reflects diversity and gender balance, and applies an equal opportunities approach. All selection is on merit. 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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