Job Detail

Duties and Responsibilities

1. Support in implementation of operational and financial management strategies, focusing on the following results:

• Support Area Managers and in close collaboration with the Operations Associate in the Project Field Office ensure proper planning, adherence to internal control systems and safeguarding of measures for efficient and effective use of financial and other resources of the ABADEI programme.
• Ensure full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting systems.
• Support in the preparation of budgets, periodic expenditure reporting, donor reporting and other financial reporting.
• Properly manage bank and cash operations.
• Maintain complete sets of books of accounts and financial records on a daily basis following standard accounting principles.   
• Support in the analysis and monitoring of finances, the presentation of forecasts for the ABADEI programme, the monitoring of financial exception reports for unusual activities and transactions.
• Ensure financial transactions are authorized, recorded, and filed with their required supporting documentation.
• Provide coordination support during the audit and spot check processes in accordance with UN/UNDP rules, regulations, policies and procedures, including in pre-audit preparations and ensure the follow ups on the implementation of audit findings.

2. Ensure effective administrative support, focusing on the following results

• Provide administrative support for smooth implementation of ABADEI programme. 
• Assist in preparing annual and quarterly work plan and periodic reporting.
• Assist in coordinating personnel travel, consultants and partners which relates to the implementation of the ABADEI work plan. 
• Ensure availability, efficient deployment and regular maintenance of programme equipment, including, computers, and other equipment for operational purposes.
• Prepare various contractual documents related to procurement of goods and services ensuring adequate protection of the interest of the programme and follow-up on the status of the contract.
• Provide support in administering recruitment and procurement of goods and services in accordance with UNDP rules and procedures.
• Perform other administrative duties related to the ABADEI programme as assigned by the Area Manager.

3. Ensures knowledge building and knowledge sharing, focusing on the following results

• Ensure facilitation of knowledge building and knowledge sharing and provide guidance to all stakeholders on financial and administrative matters 
• Support the organization/conduct of training on financial management and administrative procedures.
• Document lessons learned and best practices in finance and administration.

Institutional Arrangement

Under the overall guidance and direction of the ABADEI Programme Manager and the direct supervision of the Area Manager Kunduz, the Administrative and Finance Associate will be responsible for providing administrative, coordination and financial management support.

Competencies

Core Competency

Achieve Results:        LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:     LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.

Learn Continuously:   LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.

Adapt with Agility:       LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

Cross-Functional & Technical competencies

Administration and Operations: Assets Management - Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in Quantum, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run APAM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.

Administration & Operations: P-card program management - Knowledge of policy & procedures on P-Card management; ability to perform delinquency review and management, as well as P-Card compliance reviews and reporting; develop supporting tools to enhance P-card program and management.

Administration & Operations: Documents and records management - Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Finance: Budget management - Ability to support budgetary aspects of work planning process, drawing and management of team budget.

Finance: Financial reporting and analysis - Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance

Business Management: Customer Satisfaction/Client Management - Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results andor solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns

Business Management: Monitoring - Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results