Administrative and Finance Associate

The Administrative and Finance Associate supports financial management and administrative activities for assigned projects within the Inclusive Growth Unit at UNDP Lao PDR. The role involves budget preparation, expenditure tracking, procurement, reporting, and providing comprehensive administrative support to facilitate smooth programme implementation.

Responsibilities

• Support financial management and procurement of projects/programmes.
• Draft projects' annual work plans, progress reports, and final reports with financial data ensuring compliance with UNDP's POPP.
• Track and control program/project expenditures against commitments and advise Project Officers accordingly.
• Support project management in the Quantum system including budget revisions and financial closure of projects.
• Review project financial reports and maintain internal expenditure control systems.
• Arrange procurement of equipment, supplies, and services in accordance with the Annual Work Plan.
• Support recruitment of consultants and contract management processes.
• Assist in recruitment processes by coordinating with HR on job descriptions and vacancy announcements.
• Ensure compliance with financial procedures and participate in Spot Check Monitoring.
• Support implementation and monitoring of funding agreements and related work in Quantum.
• Provide guidance on policies and procedures to implementing partners and update them on changes.
• Support quality assurance including HACT, M&E, audits, and spot-checks on implementing partners.
• Support project mid-term reviews and final evaluations including recruitment of consultants and coordination.
• Contribute to resource mobilization efforts including budget development and financial reporting.
• Provide effective administrative and logistical support to programme/project management.
• Liaise with Finance and Programme Support Units for expenditure tracking and reporting.
• Support planning and management of direct project costing and staff costs tracking.
• Prepare information for audits and support implementation of audit recommendations.
• Arrange appointments, organize meetings/workshops, and manage staff travel and mission logistics.
• Serve as focal point for financial, administrative, operational, or substantive matters within the unit or Country Office.
• Maintain, verify, and certify assets and inventory.
• Support communications and knowledge sharing within the Programme and Country Office.
• Draft meeting minutes and letters as required.
• Translate and interpret basic documents between Lao and English.
• Maintain programme/project files and documents in SharePoint.
• Identify sources and compile financial data for preparation of documents, guidelines, speeches, and position papers.
• Update and maintain counterpart and partner contact lists.

Requirements

• Bachelor's Degree in Business Management with a major in Accountancy or Finance is preferred.
• Candidates with no professional accountancy qualifications but with degrees majoring in accountancy and/or finance must complete UNDP Finance Training and Certification Programme (FTCP) if recruited.
• University degree in Finance or Accounting is desirable.
• Part-qualified accountants from an internationally accredited institute of accountancy have a distinct advantage.
• Minimum of 7 years of relevant progressively responsible accounting and/or finance or programme/project experience with secondary education OR minimum of 4 years with a bachelor's degree.
• Experience in financial management, budgeting, procurement, and programme/project implementation at the national and/or international level.
• Strong Microsoft Office skills.
• Knowledge of UNDP's Programme and Operations Policies and Procedures (POPP).
• Ability to support budgetary aspects of work planning, drawing and management of team budgets.
• Ability to manage events including logistics, venue identification, accommodation, catering, transportation, and cash disbursements.
• Ability to support recruitment processes and contract management.
• Ability to provide guidance on financial policies and procedures to implementing partners.
• Experience in monitoring and evaluation frameworks, concepts, methodologies, systems, and tools.
• Ability to prepare financial reports and track mobilized resources.
• Ability to maintain donor reporting systems and ensure timely reporting.
• Ability to maintain programme/project files and documentation management systems.
• Ability to translate and interpret basic documents from Lao into English and vice versa.

Skills

• Finance Management
• Budgeting
• Procurement
• Programme Implementation
• Project Implementation
• Microsoft Office Suite
• Budget Management
• Event Management
• Logistics Coordination
• Contract Management
• Financial Policies Guidance
• Monitoring and Evaluation
• Financial Reporting
• Resource Tracking
• Donor Reporting
• Documentation Management
• Translation and Interpretation
• UNDP Financial Training and Certification Program

Languages

English, Laotian