Project Operations Associate (Finance)

The Project Operations Associate (Finance) will provide comprehensive support for the project’s daily operations, ensuring efficient administrative, financial, and procurement processes in compliance with UNDP standards. The role involves managing financial transactions, budgeting, reporting, procurement, and supporting the Climate Action Programme Team under the supervision of the Project Manager.

Responsibilities

• Manage day-to-day project financial operations in compliance with UNDP financial regulations, internal controls, and donor requirements.
• Maintain accurate and up-to-date financial records and complete books of accounts in line with UNDP accounting standards.
• Monitor, reconcile, and analyze project accounts, expenditures, and advances; ensure timely liquidation and recommend corrective actions.
• Manage cash advances and petty cash for project activities and office operations, including tracking of all advances and settlements.
• Prepare, review, and certify financial transactions (e.g., vouchers, payments, payroll), ensuring completeness, accuracy, and proper documentation.
• Process and verify payment requests, ensuring compliance with procedures and budget availability.
• Administer internal expenditure control systems and ensure accurate processing and posting of transactions in Quantum (including purchase orders and travel claims).
• Identify and resolve financial discrepancies and system issues (e.g., unposted vouchers, budget errors, match exceptions) in a timely manner.
• Monitor budget utilization, maintain records of approved budgets and revisions, and support budget planning, forecasting, and preparation of annual work plans.
• Generate periodic financial and budget reports, including fund utilization and status reports, for management, donors, and audit purposes.
• Review and validate financial reports (e.g., Combined Delivery Reports, FACE forms) and ensure compliance with HACT requirements (audits, spot checks, micro-assessments).
• Support preparation of corporate and donor reporting requirements, including quarterly and annual project reports.
• Participate in audits and monitoring exercises, prepare responses, and ensure timely implementation of audit recommendations.
• Provide financial guidance to project staff and Responsible Parties, including orientation on FACE and ICE forms and financial procedures.
• Contribute to the preparation of procurement plans in accordance with the project annual work plans and monitor their implementation.
• Manage end-to-end procurement processes (goods, services, and consultants), including specifications, solicitation documents, cost estimates, and contract issuance.
• Review procurement requests, conduct market research, and provide recommendations to ensure transparent, competitive, and cost-effective procurement.
• Create and manage procurement transactions in Quantum (including e-requisitions) and maintain proper documentation and tracking.
• Administer and monitor contracts with partners, suppliers, and consultants, including amendments, performance monitoring, and closure.
• Provide logistical support for meetings, workshops, and missions, including venue arrangements, travel bookings, and DSA calculations.
• Manage asset and inventory systems, ensuring proper recording, maintenance, and disposal in line with UNDP policies.
• Conduct annual physical verification of assets and ensure timely reporting.
• Process cash advance and direct payments of selected CAPT projects under the National Implementation Modality (NIM).
• Provide finance-related quality assurance oversight to NIM Projects, including ensuring follow through actions of indicated management responses for spot check and financial audit exercises.
• Perform other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Requirements

• Bachelor's Degree - 4 year(s) experience OR High School certificate- 7 year(s) experience
• Secondary education; OR a first-level university degree (bachelor’s degree) in Accounting, Finance, Business or Public Administration, Management, Development Management, or related fields will be given due consideration but not a requirement.
• Fully Qualified Accountant, from an internationally accredited institute of accountancy or Full Completion of the UNDP Finance Training and Certification Programme (FTCP). No UNDP Accountancy and Finance Test (AFT) is required.
• Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete UNDP Finance Training and Certification Programme (FTCP), if recruited. However, no UNDP Accountancy and Finance Test (AFT) is required.
• Candidate with no professional accountancy qualifications but with relevant experience must successfully undertake UNDP Accountancy and Finance Test (AFT) before shortlisting and must complete the UNDP Finance Training and Certification Programme (FTCP), if recruited.
• Minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of experience in project administration, finance, procurement, or related fields is required.
• At least 2 years of experience in supporting the management and implementation of development projects.
• Demonstrated experience in project administration and financial management, including preparation of budgets, annual work plans, procurement processes, and financial reporting.
• Proven Ability to administer and execute financial transactions, including budget formulation, financial analysis, and expenditure monitoring.
• At least 2 years’ experience in handling of web-based management systems and ERP financials, preferably Oracle (Quantum).
• At least 4 years’ experience in admin and finance with foreign aid supported projects, development organizations, nongovernment organizations or international organization.
• Experience with UN or UNDP financial rules, policies and procedures.
• Certifications in finance, accounting and procurement.
• Fluent (both in oral and written) English and Filipino is required

Skills

• Project Administration
• Finance Management
• Budget Preparation
• Annual Work Plan Development
• Procurement Procedures
• Financial Reporting
• Financial Transactions
• Budget Formulation
• Financial Analysis
• Expenditure Monitoring
• Web-based Management Systems
• ERP Financial Accounting
• Oracle Quantum
• UNDP Financial Rules
• UNDP Finance Policies
• Finance Training and Certification Programme
• Accountancy Qualifications
• Project Implementation Support
• Foreign Aid Project Finance

Languages

English, Filipino