Project Admin & Finance Offer need by UNDP Jobs 2024

Latest Jobs: Project Admin & Finance Offer

Applications are being accepted from people who are qualified for the job at  UNDP that was advertised in the daily Classified Source newspaper on 20 March, 2024.

UNDP

Vacant Positions: Project Admin & Finance Offer

• PROJECT ADMIN & FINANCE OFFER

UNDP Islamabad » is now on the lookout for a  Project Admin & Finance Offer to join their team.

JOB Description: Project Admin & Finance Offer

“Under the guidance and direct supervision of the National Project Manager, Reforms & Innovation in Government for High Performance, the Admin & Finance Officer will ensure effective delivery of financial and administrative services, and transparent utilization of financial resources and management. This will be done in accordance with UNDP rules, policies and procedures.

Ensures administration and implementation of operational and financial strategies and adapts processes and procedures focusing on achievement of the following results:

• Full compliance with UN/UNDP rules, regulations, and policies of financial processes, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
• Provision support for planning of financial resources of the project, such as  preparation of reports containing analysis of the financial situation; preparation and monitoring of budgets; regular analysis and reporting on the budget approvals and the delivery situation.
• Business processes mapping and elaboration of the content of project Standard Operating Procedures in Administration and Finance, in line with corporate rules and regulations and in consultion with direct supervisor and office management. Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with project management.
• Coordinate and act as focal point for issues relating to finance and administration.

Ensures effective and efficient provision of administrative and financial support services, focusing on achievement of the following results:

• Provide effective administrative support to the implementation of the project
• Ensure maintenance of the project records and filing systems and safekeeping of confidential materials;
• Ensure timely and quality administrative and logistical support to project activities
• Ensure provision of logistical services such as arrangement of meetings workshops and other project-related events, as well as day-to-day transportation and mission travel requirements; and,
• Undertake any additional tasks as assigned by the Project Manager.
• Coordination and supervision on behalf of the project, of events management, administrative needs, space management, etc.
• Presentation of thoroughly researched information for planning of financial resources for administrative services
• Support with matters related to coordination with CO, follow-up with MSU, procurement and finance unit for the project and other administrative matters.
• Certify expenditures for approval of payments and monitor/control budget expenditures and approved allotments; and

Ensures effective administrative and financial control including cash management functioning in the project, focusing on achievement of the following results:

• Implementation of the control mechanisms for financial and administrative services, and maintaining records of financial and
• Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in Quantum; analysis of results and initiation of corrective actions when necessary.
• Ensuring that advance payments and direct payments for the project are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the Quantum on a timely basis.
• Proper inventory control; supervision of proper issuance and payment of inventory items and supplies.
• Review of travel authorizations, documentation, payments
• Provision of researched information, reports for audit exercises.
• Ensure oversight over all administrative and financial management matters in the project
• Develop quarterly and annual budget plans; maintain financial records and monitoring systems to record and reconcile expenditures, balances, payments and other data for day-to-day transaction and reports.
• Advise and assist project staff, experts and consultants on all respects of allowances, salary advances, travel claims and other financial and administrative matters, and calculate and authorize payments due for claims and services.
• Provide organizational and administrative support in implementation of project activities including organization of roundtables, workshops, trainings, working meetings and other events.
• Prepare detailed cost estimates and participate in budget analysis and projections as required to handle all financial operations of the project office, make cash payments and reconcile all accounts in required time frame.
• Maintain, update and transmit inventory records of non-expendable equipment in accordance with UNDP rules.
• Perform cash custodian’s duties being primarily responsible for project’s cash disbursements and maintain project’s petty cash book and payrolls.
• Timely review of cash position to ensure sufficient funds on hand for disbursements.
• Timely identification and recording of receipts for income application.
• Ensuring that cost-sharing contributions are properly transferred to UNDP on a timely basis.
• Review of zero-balance account bank statements in Quantum to monitor Imprest level; identification and recording of contributions if required.
• Ensuring timely and accurate bank reconciliation, including documented review of exceptions.
• Analyze the potential problems concerning administrative-financial issues and take respective measures to provide adequate project’s resources on time for implementation of the project activities.
• Submission of financial reports to donors on a timely and quality basis.
• Ensuring that advance payments and direct payments for the project are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the Quantum on a timely basis.
• Follow-up with partners on contributions, and receipt creation in Quantum and Certification of reimbursement of expense claims.

Ensures office management and support to events and logistical arrangements:

• Manage the day-to-day operations of the office, including the provision of assistance in the implementation of office, personnel and logistics management systems.
• Equipment/vehicle utilization and other administrative records.
• Ensure the proper maintenance of office premises, equipment, furniture and vehicles and monitor the condition and use of said resources in accordance with established guidelines.
• Review of travel authorizations, documentation, payments.
• Administer travel and logistical arrangements for the staff and consultants; arrange itineraries, visas, security clearances, and accommodation; and prepare appropriate requisitions.
• Draft logistical notes, arrange the logistics, including visa, and liaise with event participants, certification of travel claims.
• Ensuring that requests for travels are in accordance with UNDP guidelines, following up and finalizing travel arrangements of project team and activity participants.
• Support in developing administrative project material including: 1) event notification forms and checklists; 2) calendars of events and activity schedules; and 3) lists of invitees and participants; 4) assists in monitoring the work progress of project consultants to ensure adherence to the timelines stipulated under the applicable terms of reference and requests for quotations/proposals.
• Support the project events/activities including: 1) preparatory communications with stakeholders; 2) dissemination of invitations; 3) coordination with event resource persons; 4) pre-event communication with invitees; 5) provision of on-site logistical support; and 6) post-event communication with participants.
• Support liquidations of cash advances and review of related documents.
• Coordinate with hired vehicles for project activities in terms of itineraries and other arrangements
• Define the cost-effective measures for optimal use of resources of the project.
• Perform other duties related to personnel, administrative and financial issues of project as required.

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

• Organization/conduct of training for the projects staff on financial management.
• Synthesis of lessons learnt and best practices in finance and administration.
• Sound contributions to knowledge networks and communities of practice; and,
• Provide accurate, prompt and appropriate information and reports to the Project Manager on administrative matters of the project.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

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How to Apply?

You can send your CV and other documents that are required for the job (see attached ads) until 27 March, 2024. Applicant must include the job title clearly in the Subject line when applying for the job. UNDP gives equal opportunities to all equally qualified candidates.

Apply Online: Click Here