Administration and Finance Associate (Roster)

The Administration and Finance Associate (AFA) supports administrative and financial management functions for effective project implementation under the guidance of the Project Manager. The role includes assisting in HR and procurement plans, maintaining financial and personnel records, supporting financial planning and reporting, and organizing project-related events and logistics.

Responsibilities

• Assist Project Manager in timely and effective implementation of HR and procurement plans by preparing all necessary documents as per the UNDP and DIM guidelines.
• Maintain accurate financial and personnel records of the programme as required by UNDP Nepal office.
• Assist Project Manager in undertaking quality assurance of project procurement i.e. technical bids, financial bids, proposals and contracts.
• Draft internal and external correspondence especially related to procurement, recruitment, resource mobilization, partnership building etc.
• Support organizing workshops, seminars, training including arrangement for venue, logistics, transportation, and documentation of events.
• Provide logistic support in organizing the Project Board Meetings. Ensure all project-related materials are properly documented and easily accessible.
• Maintain a filing system for the project.
• Oversee day to day logistic/operation management; room booking for meeting, workshop and seminar, vehicle booking, security clearance, if needed hotel arrangement, preparing meeting minutes.
• Track progress in the financial delivery of Grants/RPA and contribute to overall financial planning and reporting.
• Support in preparation of Annual Work Plan (AWP) and Quarterly Work Plan (QWP) preparation as per the requirement of project provision and ensure compliance with donor.
• Assist Project Manager in drafting Note to the file, Memorandum of understandings, contracts with implementing partners and other such documents as per UNDP DIM guidelines.
• Monitor, and track various contracts to ensure timely payment and extensions.
• Provide support to monitor budget expenditure as per approved budget from UNDP Quantum system; analyse the Combined Delivery Report and provide advice as required.
• Support UNDP Nepal office to prepare quarterly and annual financial reporting as per UNDP Nepal CO requirements.
• Assist in preparing for project audit and in responding to audit queries.
• Provide training to implementing partners related to financial management, audit, reporting and project implementation.
• Undertake other financial and administrative tasks assigned by the Advancing Civic Engagement for Democratic Participation Project Manager, and UNDP Portfolio Manager.
• Ensure Gender Equality and Social Inclusion (GESI) considerations are incorporated in the project activities and project budget is made GESI Responsive.
• Provide support in the dissemination and sharing of relevant data and lessons learned within the CO and regionally.
• Make sound contributions to knowledge networks and communities of practice. Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners.

Requirements

• Secondary Education is required with specialized certification in accounting and/or Finance.
• University degree in Finance or Accounting is desirable.
• Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.
• 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) required.
• No professional accountancy qualifications, but with degrees that major in accountancy and/or finance. No UNDP Accountancy and Finance Test (AFT) required but must complete UNDP Finance Training and Certification Programme - FTCP if recruited.
• No professional accountancy qualifications but with relevant experience. Candidate must successfully undertake UNDP Accountancy and Finance Test (AFT) before shortlisting. Must complete the UNDP Finance Training and Certification Programme -FTCP if recruited.
• Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of progressively responsible Finance and Accounting experience at the national or international level is required.
• Experience in the use of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheets and web-based management systems such as ERP financials and database packages.
• Proven track record of sound knowledge of IPSAS and/or IFRS is desired.
• Proven ability to work with multiple partners such as the Government, NGOs, local government, UN agencies etc.is desired.
• Proven experience in good understanding of the socio-economic, cultural, and political context of project district is desired.
• Experience and knowledge of UN or UNDP or Development organization’s financial management, rules, regulations, policies and procedures is desirable.
• Experience and sound understanding of incorporation of GESI in finance management including in planning and budgeting is desirable.
• Knowledge and experience of financial reporting and financial analysis is highly desirable.
• Advanced knowledge of MS Excel (creating spreadsheets and charts and using financial Excel functions) is desirable.
• Experience and understanding of bookkeeping process and procedures is desirable.
• Experience of working in/with international donor-funded projects with finance duties is desirable.
• Fluency in English and Nepali is required

Skills

• Accounting
• Finance Management
• Budgeting
• Financial Reporting
• Financial Analysis
• Bookkeeping
• IPSAS
• IFRS
• ERP Financial Accounting
• MS Excel
• MS Word
• Database Management
• UNDP Financial Training and Certification Program
• UNDP Accountancy and Finance Test
• Use of MS Office
• Project Financial Management
• Procurement Support
• Human Resources Support
• Donor-funded Project Finance
• Socio-economic Context Understanding

Languages

English, Nepali