Administration and Finance Analyst [Open to Internal and External Applicants]

United Nations Development Programme; Cotabato City; On-site; PHP 700,000 - 1,100,000; Full time

Job summary

The United Nations Development Programme (UNDP) in Cotabato City, Philippines, seeks an Administration and Finance Analyst to support the CEDAR project under the Peace and Stabilization Programme Team. The position involves managing day-to-day operations, financial monitoring, and ensuring compliance with UNDP rules.

Based in BARMM, the role works closely with UNDP Cotabato Field Office, the Project Manager, and external partners to ensure timely admin, procurement, payroll, and reporting for a

Qualifications

• A professional accounting qualification from an internationally accredited institute of accountancy, and/or Advanced (Master's) University Degree in Finance and/or Accounting is required.
• Experience in financial management, procurement and administration within UNDP or similar international development programmes is preferred.

Responsibilities

• Provide effective financial and administrative support to the Project CEDAR.
• Ensure maintenance of project records and filing systems; safeguard confidential materials.
• Coordinate budget planning, monitoring, and reporting; manage procurement processes with UNDP guidelines.
• Contribute to knowledge sharing and training on financial management for project staff.
• Support office management and logistics, including travel arrangements and event support.

Skills

Administrative support

Financial control

Budget planning

Records management

Procurement coordination

Team collaboration

Education

Accounting qualification

Tools

UNDP Quantum

Office software

Job description

Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

The establishment of the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM) in 2019 marked a historic milestone in the Philippines’ journey toward peace, stability, and inclusive development in Mindanao. Emerging from over four decades of conflict, the Bangsamoro people have long aspired for the tangible benefits of peace. Despite the progress made during the transition period led by the Bangsamoro Transition Authority (BTA), many communities, particularly those in remote and conflict-affected areas, remain vulnerable and underserved.

These communities continue to face challenges such as horizontal conflicts, threats of radicalization, climate insecurity, and limited access to socio-economic services, among others. In response to these challenges, the United Nations Development Programme (UNDP), with support from the Government of Japan, has designed Project CEDAR. This initiative adopts a community-centric, area-based development approach that emphasizes inclusion, participation, flexibility, and transparency. It aims to promote human security through livelihood and economic development initiatives, enhance local capacities for peacebuilding and governance, and foster social cohesion within conflict-affected and conflict-vulnerable communities in BARMM and its adjacent regions.

The Project for Promoting Human Security through the Community Economic Development and Livelihood Initiatives in the Bangsamoro Region in the Philippines (CEDAR) is a three-year initiative implemented by the UNDP. It adopts a community-centric, area-based development approach that emphasizes inclusion, participation, flexibility, and transparency. In addition, it seeks to empower local communities, particularly marginalized groups such as women, youth, non-Moro Indigenous Peoples (NMIPs), Christian settlers, and former combatants from the Moro Islamic Liberation Front (MILF) and Moro National Liberation Front (MNLF) to lead their own transformation through participatory planning and livelihood initiatives.

UNDP maintains an office in Cotabato City, Philippines, with a full staff complement that makes it capable to implement various peacebuilding and development projects. To support Project CEDAR under the Peace and Stabilization Team, UNDP is seeking an Administration and Finance Analyst to be based in Cotabato City, who will assist the Project Manager in managing the day-to-day operations and financial monitoring of the project. The Administrative and Finance Analyst is tasked to assist in the administration, and financial transactions of the Project while ensuring high quality, accuracy and consistency of work. S/he is expected to report daily to the Project Manager. The position holder also demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds. Moreover, the Admin and Finance Analyst will work in close collaboration with the UNDP Peace & Stabilization Programme Team, the Cotabato Field Office Team as well as with other UN Agencies, government officials, technical advisors and experts, multilateral and bi-lateral donors and civil society to successfully implement the project.

Duties and Responsibilities

Under the overall guidance of the Team Leader of the Peace and Stabilization Programme Team, the Admin and Finance Analyst and the Head of Cotabato Field Office and the direct supervision of the CEDAR Project Manager, the Administrative and Finance Analyst is responsible for providing effective financial and administrative support to the implementation of CEDAR of the Peace and Stabilization Programme Team. S/he analyzes, interprets and reports according to UNDP Financial Rules and Regulations, as guided by the UNDP Programme and Operations Policies and Procedures (POPP). The Administrative and Finance Analyst helps to promote a collaborative, client-oriented approach consistent with UNDP rules and regulations.

Overall direction and guidance shall be provided by the UNDP Team Leader of the Peace and Stabilization Programme Team while the direct supervision shall be performed by the Project Manager with oversight from the Project Specialist of the Project CEDAR. The Administration and Finance Analyst is also expected to work in close collaboration with the UNDP Peace and Stabilization Programme Team, Cotabato Field Office, UNDP Finance and Procurement Teams and other relevant units in UNDP as may deemed necessary.

The Administration and Finance Analyst will be directly responsible for successfully completing the below set of tasks within allotted, agreed-upon time frames:

a)Ensures implementation of project operations and administration focusing on achievement of the following results:

• Provide effective administrative support to the implementation of the Project CEDAR;
• 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;
• Conduct periodic equipment/property inventory and ensure recording in the appropriate ledgers;
• Facilitate procurement of office supplies, equipment, venue related and any procurement services needed;
• Facilitate the conduct of personnel performance appraisal; monitor personnel leave credits and absences;
• 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.

b)Provides technical advice and support for effective and efficient financial control in the project, focusing on achievement of the following results:

• Analyze and interpret the financial rules and regulations of UNDP, and assist in providing solutions to issues related to finance, logistics and day-to-day office administrative activities, while, promoting a collaborative, client-focused, quality and results-oriented service;
• Provision support for planning of financial resources of the project, such as preparation of reports containing analysis of the financial situation; preparation, planning, monitoring and revisions of budgets; regular analysis and reporting on the budget approvals and the delivery situation;
• Maintenance of the internal expenditures control system, including budget checks and timely corrective actions on unposted vouchers, the vouchers with budget check errors, match exceptions, and unapproved vouchers;
• Process documents for cash advance, liquidation, reimbursements in a timely manner, for submission to and approval of the Project Manager, Head of Cotabato Field Office and UNDP Peace and Stabilization Team Leader;
• Preparation of non-PO vouchers for the project and payrolls for salaries and other benefits due to project staff;
• Creation of requisitions in Quantum for development projects and register of goods receipt in Quantum;
• Coordination with the UNDP Procurement Team in the procurement of supplies, including requisition, request for quotation, costing for services, machinery, necessities, and any required materials for the project;
• Certify expenditures for approval of payments and monitor/control budget expenditures and approved allotments; and,
• Coordinate and act as focal point for issues relating to finance and administration.

c)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.

d)Ensures office management and support to events and logistical arrangements:

• Perform office management as well as management of procurement systems, policies and procedures in accordance with UNDP guidelines;
• Manage the day-to-day operations of the office, including the provision of assistance in the implementation of office, personnel and logistics management systems;
• Monitor equipment/vehicle utilization and other administrative records;
• Help 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;
• Contribute 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;
• Coordinate 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;
• Contribute to the timely and accurate liquidations of cash advances and review of related documents;
• Support ensuring that requests for travels are in accordance with UNDP guidelines, following up and finalizing travel arrangements of Peace Team personnel and activity participants;
• Coordinate with service providers for effective implementation of project activities in terms of itineraries and other arrangements;
• Contribute to ensuring regular updates of all project-related webpages and communications outlets.

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

Competencies

Core Competencies:

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, its pragmatic problem solver, makes improvement
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: LEVEL 1: Adapts to change constructively handles ambiguity/uncertainty, is flexible
• Act with Determination: LEVEL 1: Shows drive and motivation. Able to deliver calmly in face of adversity, confident
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical Competencies:

Administration & Operations

• Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
• Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
• Travel policy and procedures: Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters.

Business Management

• Risk Management: Identify and organize action around mitigating and proactively managing risks.

Business Direction and Strategy

• System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

Finance

• Audit (General):
  • Understands how regulations and professional standards in internal and external audit underpin audit work in the public services.
  • Understands the key stages of audit work, including planning, documentation, testing and reporting.
  • Ability to examine and verify accounts and records.
  • Understands wider mechanisms for assurance and scrutiny.
  • Understands the law and best practice relating to anti-bribery and corruption controls and the fraud risks faced by public bodies.
• Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Required Skills and Experience

Education:

• A professional accounting qualification from an internationally accredited institute of accountancy, and/or Advanced (Master´s) University Degree in Finance and/or Accounting is required. Or a first-level university degree (bachelor’s degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
• Candidates with professional accounting qualifications from an internationally accredited institute of accountancy...