United Nations Development Programme (UNDP)

Project Admin and Finance Assistant

United Nations Development Programme (UNDP)

Job Description

UNDP Cambodia works to help create sustainable and inclusive prosperity, strengthen Environmental Protection, adapt to and mitigate Climate Change impacts, prevent and respond to pandemic, and to improve governance and participation, especially of the most vulnerable and disadvantage groups. We work in partnership with the Royal Government of Cambodia, civil society, multilateral development agencies, bilateral donors and private sector.

In responding to a fast-changing environment, the office is looking to recruit a dynamic professional to provide admin and finance support to a cluster of small size projects under the Programme and Results Unit. As required, the person is expected to provide admin and finance support to the following but not limited to Medical Waste Management, Resilience Fund (being formulated), and Building Disaster-Resilient Infrastructure through Enhanced Knowledge.

Duties and Responsibilities

The Project Admin and Finance Assistant will be under direct supervision of and reports the progress of work to the Project Managers and will work closely with the Programme Associates. S/he will perform the following key functions:
  1. Support to planning
  2. Support to implementing and managing projects
  3. Support to Monitoring and Evaluation of the projects
  4. Support to projects’ maintenance and Asset Management compliance
  5. Support to knowledge building and knowledge sharing in the CO
1) Support to planning: 

  • Collect, analyse and present information for joint planning meeting, quarterly work plans, and budget work plans to support projects implementation.
  • Prepare report and information for project team for their advice to donor, implementing partners and UNDP.
  • Work with team to prepare and regularly update workplan, budget plan, budget revisions, and revision of project status.
  • Work with the team to undertake project operational and financial closure formalities including submission of terminal reports, transfer and disposal of equipment, processing of semi-final and final revision and support project teams in preparing the terminal assessment reports.
2) Support to implementing and managing projects: 

  • Provide administrative, operational and logistical supports for the achievement of the outcomes of the projects in a timely manner.
  • Support national project implementation activities according to UNDP workflows (including IC process, organization of forums, workshops, travel, etc.).
  • Take all necessary steps for the contractual procedures for the procurement of the goods and services as well as Individual Contracts are taken place in line with UNDP’s rules and regulations.
  • Provide input on the terms of references for the services and goods that will be required for the smooth implementation of the project when required.
  • Monitor the expenditures of the projects and ensure adequate management of the Financial Resources provided.
  • Ensure that all payments are proceeded in a timely manner in line with the UNDP’s financial rules and regulations.
  • Prepare financial reports to be submitted to project management and donor when required.
  • Participate in workshops, meeting, missions in the projects’ field when needed.
  • Prepare correspondences relating to the implementation of the projects.
  • Make logistical arrangements for the missions of the project team, consultants and any other relevant actors to the projects’ field.
  • Make project-related translations when needed.
3) Support to Monitoring and Evaluation of the projects: 

  • Prepare information for project team in finalizing project progress reports (quarterly and annual/financial and substantive) and final project reports.
  • Support to the organisation of project mid-term reviews and final evaluation meetings.
4) Support to projects maintenance and asset management compliance: 

  • Establish and maintain a systematic filing system of key documents (in hard copy and soft copy) in line with audit requirements.
  • Assist projects leads in closing the project operationally and financially in accordance with the rules and regulations of UNDP and in close Coordination with the implementing agency.
  • Liaise with UNDP on the conduct of project audit and ensure access by auditors to project documentation, personnel and institutions involved in the project, and presentation of information for project audit.
  • Act as a backup to the Asset Focal point in the maintenance of records on assets management.
5) Support to knowledge building and knowledge sharing in the CO:

  • Participate in the training for the operations/programme staff and other trainings as appropriate.
  • Sound contributions to knowledge networks and Communities of Practice.
Impact of Results 

The position will ensure excellent assistance to the projects to effectively implement the agreed projects in accordance with UNDP policies and procedures; promote the mobilization of resources to support the extension of the project and improve coordination among stakeholders.

Competencies

Core Competencies:
  • Demonstrating / Safeguarding Ethics and Integrity
  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Acting as a team player and facilitating teamwork
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others
  • Informed and transparent decision making
Functional Competencies: Advocacy / Advancing Policy Oriented Agenda: Support the preparation of information for advocacy
  • Identifies relevant information for advocacy for a variety of audiences
  • Makes research of contacts in the media, government, private sector, donors, other agencies, civil society in other stakeholders for UNDP’s advocacy efforts
  • Supports in identifying opportunities for advocating UNDP’s mandate
Results-based Programme Development and Management: Contributing to results through provision of information
  • Provides information for linkages across programme activities to help identify critical points of integration
  • Provides information and documentation on specific stages of projects/programme implementation
  • Provides background information to identify opportunities for project development and helps drafting proposals
  • Participates in the formulation of project proposals
Building Strategic Partnerships: Maintaining information and databases
  • Analyses general information and selects materials in support of partnership building initiatives
  • Maintains databases of donor information
  • Tracks and reports on mobilized resources
Innovation and Marketing New Approaches: Implementing processes and uses products
  • Documents and tracks innovative strategies/best practices/new approaches
  • Tracks bottlenecks, problems and issues, and proposes solutions
  • Responds positively to new approaches
Resource Mobilization (For UNDP field duty station only): Providing information for resource mobilization strategies
  • Maintains information/databases on potential and actual donors
  • Maintains database of project files
  • Provides data and information needed for preparation of project documents
Promoting Organizational Learning and Knowledge Sharing: Basic research and Analysis
  • Researches best practices and poses new, more effective ways of doing things
  • Documents innovative strategies and new approaches
  • Identifies and communicates opportunities to promote learning and knowledge sharing
  • Develops awareness of the various internal/external learning and knowledge-sharing resources
Job Knowledge and Technical Expertise: 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
  • Identifies new and better approaches to work processes and incorporates same in own work
  • 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
  • Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments
Global Leadership and Advocacy for UNDP’s Goals: Research and analysis
  • Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences
  • Maintains a network of contacts in the media and civil society, for use in UNDP’s advocacy efforts
  • Support the identification of opportunities for advocating for UNDP’s mandate
Client Orientation: Maintain effective client Relationship
  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
  • Responds to client needs promptly

Required Skills and Experience

  • Bachelor’s degree in economic, accounting, business Administration or other relevant fields or Secondary education with specialised certification in accounting or business administration.
  • At least 2 years (for bachelor’s degree) or 5 years (for secondary education with specialised certification in accounting or business administration) of progressively responsible experience in administrative, financial, or office support functions in an organization.
  • Proven organisational, financial, inventory, and budgetary skills.
  • Familiarity with financial and technical rules, regulations and procedures relevant to project implementation.
  • Experience in the operational aspects of UN-funded projects/programmes or with projects of other donors.
  • Proven communication experience with various stakeholder (NGOs, Governmental institutions, donors, etc.).
  • Experience in providing support including workshop or meeting arrangement.
  • Knowledge of UNDP ATLAS financial system would be an advantage and familiarity of UNDP system, rules and procedures is an advantage.
  • Experience in the usage of computers and office software packages especially Excel.
  • Demonstrated oral and written communication skills in English and Khmer

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.

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