Position: Administration and Finance Assistant (Hot Job)

Job Description

Under the overall supervision of the National Project Manager and day to day supervision of field coordinator, the Administration and Finance Assistant will be responsible for providing overall financial management, administration and day to day operational support for smooth and effective implementation of the project activities.

The key roles and responsibilities are given as follows:

• Maintain accurate financial and personnel records of the Project following standard principles and National Implementation Guideline;
• Assist PIU in financial functions including record keeping and documentation;
• Assist filed Coordinator in all matters related to financial and administrative functions of the Project;
• Manage all correspondence related to administrative, financial and security related matters;
• Maintain the inventory and keep records of all office equipment, furniture, fixing and vehicle;
• Undertake physical verification of all assets and update records;
• Assist to undertake all tasks related to ensure proper documentation for timely audit of the Project;
• Carry out additional support as requested by field staff as required to make this Project a success;
• Responsible for Project procurement processes and compliance with NIM guidelines;
• Check Budget lines to ensure that all transactions are booked to the correct budget lines and within the activity budget;
• Analysis of budget and expenditure and suggest measures to improve delivery, as required;
• Assist the Administration and Finance Officer in formulating budget planning, management and implementation strategies;
• Ensure Gender Equality Social Inclusion (GESI) considerations are incorporated in the project; activities and project budget is made GESI Responsive;
• Follow up and implementation of audit recommendations;
• Coordination with other agencies and partners on financial management and operation of the project;
• Prepare periodic financial report and send to PIU and manage financial tasks/transactions by ensuring fiduciary risks management especially in major events such as training, workshops, interactions, visits and review meetings;
• Monitor financial operations at the district level to match expenditure with budget plan;
• Provide information and assistance to staff and supervisors on human resource and work-related issues;
• Provide all logistic and programmatic assistance to PIU to implement the activities as per the work plan;
• Assist Admin and Finance Officer as per the requirements.

Impact of Results:

Smooth administration and financial management of the project; proper documentation of all payments related to Project expenses; value for money ensured; proper maintenance of financial records, personnel, procurement and inventory and submission of true and fair financial report.

Competencies

Corporate Competencies:

• Demonstrates integrity by modelling the Government of Nepal and UN’s values and ethical standards;
• Serves and promotes the vision, mission, and strategic goals of Government of Nepal & UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Good inter-personal skills;
• Clear and upfront communication skills;
• Treats all people fairly without favouritism;
• Collaborates effectively in a team environment;
• Organized and good with following-up on pending issues; meets deadlines;
• Promote learning and knowledge management/sharing;
• Focuses on delivering results by taking calculated-risks and problem-solving approach;
• Fair and transparent decision making; regularly shares information with team members; and
• Actively works towards continuing personal learning and development.

Functional Competencies:

• Demonstrate ability to identify and anticipate bottlenecks, as well as seek guidance;
• Ability to maintain a high level of accuracy, confidentiality concerning financial and employee files;
• Ability to organize and complete assignments within deadlines;
• Integrity and impartiality, ability to work with external partners e.g. supplier, vendors, service providers;
• Ability to convey difficult issues and positions to senior officials proactively seek guidance and make clear recommendations to line managers;
• Dynamic and results-oriented;
• Strong verbal and written skills; ability to draft short memos and conduct presentations;
• Consistently approaches work with energy and a positive, constructive attitude;
• Remains calm, in control and good humoured even under pressure;
• Demonstrates openness to change and ability to manage complexities; can multi task;
• Willing to work long hours;
• Responds positively to critical feedback and differing points of view; and
• Solicits feedback from staff about the impact of his/her own behaviour highest standards of integrity, discretion and loyalty.

Job Specification

Education:

• Bachelor’s Degree in Management, Economics and Accounts.

Experience:

• Three years of experience in the field of management, administration and procurement; and
• Experience in managing events and provision of secretariat and communication services.

Language requirements

• Good Knowledge and fluency of English and Nepali languages.

Other requirements:

• Proven abilities in English writing and computer skills are required.
• It would be desirable that the candidate possesses previous experience of working in the UN/UNDP implemented projects.

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