Administrative/ Finance Assistant

Nur für registrierte Mitglieder

Bonn

EUR 35.000 - 55.000

Jobbeschreibung

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The UN Secretary-General established the UN SDG Action Campaign to inspire people and organizations from all backgrounds to take actions to achieve the Sustainable Development Goals (SDGs). The Campaign builds powerful networks that reach millions worldwide, urging decision-makers to act and impel momentum. Finally, it uses data, technology and innovation to empower people with the knowledge and tools to become actively involved in supporting their governments with SDG implementation and to continue to involve as many people as possible in relevant decision-making processes.

The UN SDG Action Campaign is working closely with cities and local governments to showcase how they are actively contributing to implement Agenda 2030, accelerating transformative action to achieve the Sustainable Development Goals for all, and everywhere.

Local and regional governments are already responsible for over 65% of the SDG targets, most linked to basic service provision from water, sanitation, mobility, climate action, health, or education. Through its SDG local action initiative, UNDP supports cities and local governments to implement projects in pursuit of the SDGs, learning and sharing actions and solutions to inspire others about local SDG action.

The UN SDG Action Campaign is seeking to recruit an Administrative/Finance Assistant to support the work of the SDG local action to inspire, replicate and showcase the role of local and regional governments in the implementation of Agenda 2030 at the local level.

Position Purpose:

Under the guidance and primary supervision of the Operations Associate, the Administrative/Finance Assistant will be responsible for executing a wide range of administrative processes for the UN SDG Action Campaign, ensuring timeliness, efficiency, and transparent use of financial resources and delivery of services in accordance with organizational financial rules, regulations, policies, procedures, and approved allocations. The Administrative/Finance Assistant promotes a client-oriented approach consistent with UNDP rules and regulations, standard practices, and guidelines.

The Administrative/Finance Assistant works in close collaboration with the Project Manager and the relevant UNDP Country Offices involved in project implementation. The need for this role will be initially for 1 year with the possibility of an extension.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams to enhance and enable horizontal collaboration.

Duties and Responsibilities

Ensure effective financial support to the Global Mayors Challenge project

Prepare financial reports for the project and management funds/budget balance.
Maintain a proper filing system for finance records and documents.
Maintain the internal expenditures control system which ensures that invoices processed are matched and completed; transactions are correctly recorded and posted in ERP with the right COA and account codes.
Provide information on the status of financial resources and administrative processes, as required. Liaise with the local governments that are the beneficiaries of the project to maintain them informed about their budget situation, including the monthly cost of NPSAS and monthly paid Pos.
Take timely corrective actions on unposted invoices, including unpaid or invoices with validation errors and/or unapproved invoices.
Manage the project petty cash and PCA disbursement to various project staff in country offices.
Identify and record contributions and create deposits for revenue application on a timely basis.
Work closely with the operations/projects staff on administrative and finance operations, including project personnel in Country Offices.
Assist project supervisors in Country Offices in monitoring of budget versus expenditures and in timely utilization of budget and fund balances.
Monitor monthly expenditures of budgets and follow up for corrective actions with the Budget office.
Take proper actions, follow up, and monitor all the financial items for month-end and year-end closure instructions and checklist through timely and effective coordination with the team.

Ensure effective administrative support to the Global Mayors Challenge project.

Assist the Operations team in travel arrangements such as the creation of Quantum profiles for DSA disbursement, issuing tickets and liaising with prospective participants.
Support during the organization of events, presential meetings, etc., including registration, liaising with providers, interpreters, and supporting the main event responsible.
Perform any other tasks to support project implementation, if required.

Support knowledge building and sharing

Help organize and participate in training for the operations/projects staff on administration.
Provide sound contributions to knowledge networks and communities of practice.

Supervisory/Managerial Responsibilities: None

Competencies:

Core -CoreBehaviouralCompetencies.pdf (undp.org)

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, is pragmatic problem solver, makes improvements

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 the 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 - Events management (including retreats, trainings and meetings)

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Administration & Operations - Documents and records management

Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Administration & Operations - 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.

Finance - Management and cost accounting

Ability to produce periodic qualitative and quantitative performance reports to facilitate effective decision making and performance monitoring.
Ability to use a range of costing techniques and analyse cost-related data to provide quantitative information to the users of reports.

Procurement - Supplier/relationship management

Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Business Management - Operations Management

Ability to effectively plan, organize, and oversee the Organization business processes in order to convert its assets into the best results in the most efficient manner.
Knowledge of relevant concepts and mechanisms

Required Skills and Experience

Education:

Secondary education with specialized certification in accounting and/or finance. A university degree in Finance or Accounting is desirable. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.
Certification in project management, and/or financial management would be an added advantage.

Experience:

Minimum 5 years (with secondary education) or 2 years (with bachelor’s degree) of relevant work experience in providing financial and operational support to projects is required.
Working experience in international organizations or UN agencies is preferable.
Demonstrated experience in working with remote team members in different time zones will be an advantage.
Experience in providing financial support for project activities, financial reporting, and particularly working experience with local governments will be an advantage.
Experience in facilitating and organizing international events; with international development partners, national and local governments is an asset.
Proven track record of good understanding of the current issues and general knowledge of sustainable development, and the UN Agenda 2030 is an added advantage.

Language Requirement:

Fluency in English is required for this position.
Knowledge of Spanish or French will be an asset.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.