Finance and Administrative Assistant

Background Job Purpose & Organizational Context The Finance and Administrative Assistant will provide necessary financial and administrative support to the Accelerator Lab, Monitoring and Evaluation (M&E) and Economist team. The Finance and Administrative Assistant will promote a client, quality and results-oriented approach performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Finance and Admin Assistant will work in close collaboration with the Operations and Finance units in the CO to ensure consistent service delivery. Duties and Responsibilities The Finance and Admin Assistant is expected to carry out the following tasks: Financial Management

Ensure full compliance with UN/UNDP rules and regulations of financial processes
Maintain financial records and keep systems to record and reconcile expenditures, balances, payments, statements and other data for day-to day transactions and reports;
Maintain expenditure ledgers and updated approval levels by source of funds using ATLAS system for projects managed by the division;
Process payment requests from implementing agencies, selected states and other partners and vendors as per UNDP rules
Ensure timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions and unapproved vouchers
Create e-requisitions, purchase orders (POs), register goods receipts in Atlas/ERP system
Follow up with vendors on timely receipt of invoices and correct documentation for processing payments to be sent to GSSU
Provide support in finalization of Annual Work Plans (preparation of budget & financial component)
Facilitate in revision of budgets, review expenses periodically in coordination with the finance unit and project management team & revise the annual work plan
Assist in conducting management and financial audit of projects

Administrative Support:

Organize travel including booking of tickets and DSA calculation through the Travel & Request module in Atlas
Support units in organization of workshops, events, seminars and retreats including logistical assistance such as travel arrangement, hotel bookings, IT arrangements, coordination between different units etc.
Participate in finance related meetings convened by the donors and support delivery review meetings
Draft responses to emails and letters, minutes of meetings, format presentations and document brief
Provide support for coordinating interviews, processing requests for contract management.
Coordinate with procurement team for advertisement of the positions and publishing in various medium for wider circulation
Coordinate for shortlisting of CVs and facilitating interview process for the consultants
Support the Accelerator Lab in all administrative and financial aspects and provide help in liaising and coordinating with various internal and external stakeholders for timely execution of various tasks
Support Monitoring and Evaluation unit for the India Country Programme Midterm Review in terms of co-ordinating between project teams, state offices, government and private partners and any other follow up required
Support Monitoring and Evaluation unit on audit process management

Others Miscellaneous activities:

Coordinate with operational staff on financial systems, queries, reports, schedules, etc.;
Follow up and maintain status of closing of projects
Maintain finance related records and files
Coordinate logistics support in terms of organizing workshops, liaison with Procurement and Travel Units to support travel arrangements and hotel accommodations for the project personnel and maintain related information;
Maintain records related to equipment and supplies procured under the projects and prepare inventory lists for verification and submission to the Country Office; and
Perform any other tasks assigned from time to time by the Unit

Competencies Functional Competencies: Knowledge Management and Learning

Promotes a knowledge sharing and learning culture in the team
Actively works towards continuing personal learning and development in the subject area of the project, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

Good knowledge of the results-based management of the projects
Strong IT Skills
Capacity to gather comprehensive information on complex problems or situations; evaluate information accurately and identify key issues for attention and necessary action by supervisor
Strong analytical skills
Client Orientation Focuses on impact and result for the client and responds positively to feedback
Builds strong relationships with clients and external actors
Consistently approaches work with energy and a positive, constructive attitude

Communication skills

Demonstrates strong oral and written communication skills
Demonstrates strong facilitation skills
High interpersonal skills, and ability to remain calm, in control and good humored under pressure
Ability to prioritize assignments and requirements, and multitask as needed
Demonstrates openness to change and ability to manage complexities
Demonstrate ability to work independently and in teams

Required Skills and Experience Education Qualifications:

University degree in commerce, finance, accounting or relevant disciplines.
Additional Degree or Diploma in management or finance preferred.

Experience:

Minimum 5 years of relevant experience in finance and administration functions preferably in INGOs, International or Government Organizations
Additional experience in procurement is desirable.
Remuneration package starts at Rs. 77,809 /- per month (taxable).

UNDP also offers additional benefits which include medical insurance coverage and limited pension reimbursement for contract holder and encourages work life balance. UNDP strives to have a workforce which reflects diversity and gender balance, and applies an equal opportunities approach. All selections are on merit. More Information and Application details Deadline for Application: 14th July, 2020

Tags: United Nations Development Programme (UNDP)