2024 Job with UNDP – Project Assistant (Finance and Administration)
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UNDP maintains a zero-tolerance policy towards sexual exploitation and abuse, all forms of harassment, including sexual harassment, and discrimination. Therefore, all successful candidates will undergo thorough reference and background checks.
Responsibilities of the Project Assistant (Finance and Admin) include:
i. Offering financial management support for effective program/project implementation;
ii. Providing administrative and logistical assistance for project planning and execution; and
iii. Contributing to knowledge-building and sharing initiatives.
Key functions details:
I. Support financial management for effective program/project implementation:
Collaborate closely with UNDP Programme and Operations Associate and Analyst or T/Management/Coordination Leads to ensure financial management effectiveness of projects in line with UNDP rules and regulations;
Assist projects in meeting UNDP standards for 1) administrative and financial management, 2) recruitment and procurement processes, and 3) disbursement and payment requests, following UNDP guidelines and procedures (including those in the UNDP web-based management system and Quantum);
Maintain, update, and revise financial records for projects as needed;
Ensure prompt payment of project-related commitments, including staff and NPSAs, with accurate and complete payment supporting documentation (e.g. invoice/receipt date, payee and vendor signature, purpose of payment);
Coordinate with UNDP Programme and Operations Associate and finance unit to oversee project staff travel, Daily Subsistence Allowance (DSA) payments, and other entitlements and claims;
Provide guidance and support to staff, experts, and consultants on allowances, salaries, advances, travel claims, and other financial matters;
Assist in finalizing financing agreements with donors and collaborate with relevant UNDP personnel to accurately record contributions;
Monitor donor contributions and project resources, working closely with relevant staff to ensure proper expenditure planning and reporting;
Review financial progress reports from sub-grantees and offer advice to ensure effective fund delivery based on legal documents or agreements;
Anticipate and identify potential financial and operational risks, informing relevant colleagues for mitigation.
Contribute to the development of budget work-plans (multi-year, annual, and quarterly), budget revisions, and costing of specific activities such as workshops, as well as assist in drafting reports, particularly the financial report section;
Aid in the project's procurement plan development and execution;
Maintain project documentation and records, ensuring they are audit-ready and up-to-date;
Provide assistance to UNDP in implementing audit and spot check recommendations when necessary;
Establish and manage both electronic (including UNDP web-based management system and Quantum) and physical filing systems for project documentation and communication;
Assist in the preparation of quarterly and annual financial reports.
Provide administrative and logistical support for project planning and implementation:
Offer high-level administrative support for project planning, implementation, and monitoring;
Assist in staff-related administrative tasks, including recruitment processes, appointment processing, and staff record-keeping;
Organize appointment schedules, travel arrangements, meetings/workshops, and draft correspondence and minutes;
Ensure proper maintenance of project assets and oversee inventory reporting, including physical counts and updates;
Maintain loan agreements for all equipment/vehicles on an annual basis;
Assist in the procurement process for project-related inputs and maintain an updated procurement plan;
Support the preparation of project board meetings;
Assist in project formulation, extension, and closure processes;
Coordinate travel and accommodation for project fieldwork as needed;
Provide interpretation and translation support when required.
III. Support for knowledge building and sharing:
3. Contribute to knowledge networks and communities of practice to improve business practices.
4. Institutional Arrangement:
The Project Assistant (Finance and Admin) works closely with the Programme and Operations Associate under the direct supervision of the Project Coordinator/Manager/Specialist/Advisor. Their role is to provide efficient administrative and financial management support to achieve the desired results of the projects outlined in the approved project documents and annual work and budget plans. The specific projects assigned to the incumbent may vary based on availability, workload, and agreement among the Programme Analyst(s), project lead(s), and the incumbent.
The incumbent may be required to travel to provinces for project field monitoring and to support event/workshop management and other activities. Additionally, they may be assigned other programs/projects/initiatives within the scope of their TOR, depending on the workload at the time.
Core Competencies
Deliver Results: LEVEL 1: Plans and supervises own tasks, pays attention to specifics, produces high-quality work on time
Promote Innovation: LEVEL 1: Embraces creative ideas and known risks, solves problems practically, implements enhancements
Embrace Continuous Learning: LEVEL 1: Open to new ideas and curious, shares knowledge, learns from errors, seeks feedback
Adapt with Flexibility: LEVEL 1: Adjusts to changes, handles ambiguity and uncertainty constructively, remains adaptable
Demonstrate Determination: LEVEL 1: Displays determination and drive, can perform calmly in challenging situations, exudes confidence
Engage and Collaborate: LEVEL 1: Shows compassion and understanding towards others, builds positive relationships
Foster Diversity and Inclusion: LEVEL 1: Values and respects differences, recognizes unconscious bias, addresses discrimination
Cross-Functional & Technical Competencies
Ethics: Understanding of UN policies on ethics
Familiarity with the UN Staff Regulations and Rules and other ethics-related policies
Business Management: Proficiency in Project Management
Ability to plan, organize, prioritize, and manage resources, procedures, and protocols to achieve specific objectives
Finance: Knowledge of General Accounting
Understanding of accounting concepts, principles, frameworks, standards, regulations, policies, and trends, and application to strategic and practical scenarios
Administration & Operations: Expertise in Event Management
Assisting in projects with event management such as venue selection, accommodation, logistics, catering, transportation, and financial transactions
Business Management: Skill in Partnership Management
Capability to establish and sustain partnerships with various stakeholders, Governments, civil society, private sector partners, and experts, in alignment with UNDP strategy and policies
General, UN System Affairs, Communications, Public Partnerships: Proficiency in Public Relations
Ability to create and maintain a positive public image for the organization, its mission, and its brand, while ensuring alignment with individual objectives.
Version 1:
Required Skills and Experience
Education:
Candidates must have either a secondary education with specialized certification in Accounting and Finance or a Bachelor's Degree in Business Administration, Accounting, Finance, Management, Public Administration, or a related field.
Experience:
For candidates with a secondary education, a minimum of 5 years of relevant finance and administrative management experience with development projects is required. For candidates with a Bachelor's Degree, a minimum of 2 years of relevant experience is required. Preference will be given to candidates with experience working with UN, UN-funded projects, or international organizations.
Candidates should have solid experience in project financial management and providing office management support, including administrative and logistical support. Additionally, experience in providing capacity building support related to financial management to national counterparts is desired.
Required Skills:
Candidates should have the ability to work under minimum supervision in a complex environment. They should also have an understanding of global best practice financial and operational rules, regulations, and procedures relevant to project implementation. Knowledge of UNDP project implementation procedures is considered an asset.
Desired Skills:
Candidates with the following skills are preferred:
1. Business Direction and Strategy, System Thinking: The ability to analyze problems objectively and understand how different elements within a process or system are interconnected. This skill involves considering the impact of altering one element on other parts of the system.
2. Business Direction and Strategy, Negotiation and Influence: The ability to reach understanding, persuade others, resolve differences, and negotiate mutually acceptable solutions. This skill aims to create 'win-win' situations through compromise.
3. Business Development, professional-level Design: The ability to involve the human perspective in all steps of the problem-solving process to develop solutions to problems.
4. Business Management, Result-Based Management: The ability to manage programs and projects with a focus on improved performance and demonstrable results.
5. Business Management, Project Management: The ability to plan, organize, prioritize, and control resources and protocols to achieve project objectives.
Fluency in Khmer and English (both spoken and written).
Important Notice for US Permanent Residents (‘Green Card’ holders)
According to US immigration law, taking on a staff position with UNDP, an international organization, could have significant consequences for US Permanent Residents. UNDP requires applicants for all professional level positions to give up their US Permanent Resident status and obtain a G-4 visa, or have a pending application for US citizenship before starting employment.
UNDP is unable to offer guidance or support on the process of applying for US citizenship. Therefore, applicants are encouraged to consult with knowledgeable immigration attorneys for assistance with any applications.
Applicant Information Regarding UNDP Rosters
Please be aware that UNDP reserves the right to choose one or more candidates from this job posting. Additionally, we may keep applications on file and consider candidates who apply for other similar positions with UNDP at the same grade level and with comparable job descriptions, experience, and educational requirements.
Non-Discrimination Policy
UNDP maintains a strict policy against sexual exploitation and misconduct, sexual harassment, and abuse of authority. All successful candidates will undergo thorough reference and background checks, and will be required to uphold these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin, or any other status.
