Admin & Finance Associate Full-time Job

Org. Setting and Reporting Relationships: These positions are located in different UN field duty stations. Typically reports to an Administrative Officer. Responsibilities: Within delegated authority, the Admin & Finance Assistant will be responsible for the following duties: - Provides general office support by preparing and coordinating outgoing correspondence via mail, courier and fax; - Prepares, processes and classifies confidential files including project and organization files, contracts, confidential and legal correspondences, evaluations, travel itineraries; - Assists with all aspects of programme/project administration; acts as focal point for coordination, monitoring and expedition of programme implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g., procurement of supplies and equipment, travel arrangements, visa requests, conference/seminar/workshop arrangements, etc.; - Assists in the preparation and monitoring of budget, and revisions and performance reports for programme activities; enters data and ensures integrity of database; follows up on discrepancies; - Liaises with local banks, UN agencies, international organizations, service providers, government institutions, to address any outstanding issue related to projects or daily operational management, with the approval of the Finance officer; - Oversee the daily general operations including utilities management ( electricity and water), telephone bills, cleaning maintenance, equipment installation, minor repair maintenance etc., while adhering to UNDP regulations and security policies and protocols. Support travel of personnel, as necessary including hotel reservation, plane tickets/land travel as required and daily expenses- Ensures efficient process on request through ATLAS module; - Provide administrative backstopping, support or cover during colleagues' absence (i.e. annual leave or sickness) on any administrative support activities; - Ensure proper record keeping and maintains a well updated files of personnel; administrative or relevant functional issues; - Review incoming official correspondences, assesses, screens and routes appropriately. Consistently maintain electronic and manual filing system - Processes a variety of administrative actions related to procurement, HR issues including contract management, visa, attendance management etc. according to standard office procedures; - Organizes the logistical aspects of the official mission programmes of management - Maintain a list of key personnel that should be notified in case of emergency and disseminate necessary information during unforeseen eventualities. Provides security-related support; - Participates in orientation, on-the-job training and developmental activities; - Uses standard word processing package to produce a wide variety of large, complex documents and reports; - Responds to routine correspondence and inquiries; - Drafts standard correspondence; - Operates a variety of office equipment; - Performs other duties as required. Competencies PROFESSIONALISM: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed. TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Education: Completion of High School Diploma is required. Job-specific knowledge, skills, abilities: Demonstrated analytical skill and in-depth grasp of relevant procedures. At least four (4) years of relevant experience in administration or related area is required. Excellent computer skills especially word processing and spreadsheet are required. Basic financial management and accounting skill is required. Knowledge of ATLAS or similar ERP systems is desirable.

UNDP works in about 170 countries and territories, helping to eradicate poverty, reduce inequalities and exclusion, and build resilience so countries can sustain progress. As the UNs development agency, UNDP plays a critical role in helping countries achieve the Sustainable Development Goals.