Job Description

Under the supervision of the National Project Manager and overall guidance of the Administration and Finance Officer (AFO), the Administration and Finance Assistant provides support to project implementation performing a variety of standard administrative processes ensuring high quality and accuracy of work.

The Admin & Finance Assistant (AFA) 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 and in its Nationally Determined Contributions to monitor changes in glacier volumes and related GLOFs. Flood hazards are already greater than what the national public finance can manage. To be able to strengthen capacities of vulnerable communities to address the GLOF issue urgently in the scale that is needed, the Government of Pakistan needs financial support from international donors. As a result, it has secured GCF resources to upscale ongoing initiatives on early warning systems and small, locally-sourced infrastructure to protect communities from GLOF risks. The interventions proposed for scale-up by this project will be based on activities implemented in two districts that have demonstrated success. In these districts engineering structures like gabion walls have been constructed and automatic weather stations, rain gauges and discharge equipment have been installed. Rural communities receiving this support were able to avoid human and material losses from GLOF events. The proposed GCF project will expand coverage of interventions to fifteen districts in the Khyber Pakhtunkhwa and Gilgit-Baltistan provinces. It 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 implementation of operational and financial strategies
  • Provides support to AFO in oversight over all administrative and financial management matters in the project, across federal, provincial and fields offices
  • Liaison on administrative/financial matters between the project, provincial and field offices and UNDP central units
  • Ensures facilitation of knowledge building and knowledge sharing
Ensures 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
Provides support to AFO in oversight over all administrative and financial management matters in the project, across federal, provincial and fields offices
  • Support to all provincial and field offices in logistics, procurement, finance and recruitment for the project, in accordance with corporate UNDP rules and regulations as well as donor’s requirements;
  • Guides the work of provincial and district admin/finance staff;
  • Prepare 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
Liaison on administrative/financial matters between the project, provincial and field offices and UNDP central unitsL
  • Responsible for ensuring that incoming finance/procurement/HR/administration related cases from (PMU, PIUs and FOs) have reached relevant departments at UNDP and processed to facilitate timely implementation;
  • Act as the primary focal point for ensuring accuracy of project related information in corporate planning and reporting portals (ATLAS, IWP, etc.). Solicit input from other relevant staff where required to complete this;
  • Ensure full compliance and universal application of administrative and financial processes and financial records with UNDP rules, regulations, policies and strategies, as well as donor requirements;
  • Jointly with AFO at PMU, guides the work of provincial and district admin/finance staff;
  • Review and finalize all financial and administrative documents related to the project implementation prepared by PMU, PIUs and FOs;
Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
  • Organization of training for the operations/programme/projects 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 UN”;
  • 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
 Impact of Results 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 2: Analyzes complex technical materials and make concise, relevant recommendations.

Leadership

Ability to persuade others to follow Level 2: Proactively identifies new opportunities and challenges.

People Management

Ability to improve performance and satisfaction Level 2:Take ownership of responsibilities.

Communication

Ability to listen, adapt, persuade and transform Level 2: Understands, explains, and shares information on assigned tasks with accuracy and clarity.

Delivery

Ability to get things done while exercising good judgement Level 2: Meets goals and timelines for delivery of products or services Gender Sensitivity

  • 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
Technical/Functional  Advocacy

Level 2: Performs defined tasks efficiently and deepens knowledge of area of work.

Building Strategic Partnerships

Level 2: Performs defined tasks efficiently and deepens knowledge of area of work.

Client Orientations

Level 2: Performs defined tasks efficiently and deepens knowledge of area of work.

Job knowledge

Level 2: Performs defined tasks efficiently and deepens knowledge of area of work.

Data Analysis and Visualization    

Level 2: Performs defined tasks efficiently and deepens knowledge of area of work.

Monitoring and Evaluation

Level 2: Performs defined tasks efficiently and deepens knowledge of area of work.

Required Skills and Experience

Education: 

Completed secondary education.  Graduation in Accounting & Finance will be preferred.

Experience:

At least 5 years of experience in accounting and finance required; Experience with UN system/international organizations 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, orii) 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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