Job Description
Duties and Responsibilities
The Admin. & Finance Associate will assist in the implementation of the GLO.ACT project "Global action to prevent and address trafficking in persons and the smuggling of migrants-South Asia" and its work plan for Nepal.
Summary of key functions for the Admin and Finance Associate are:
GENERAL ADMINISTRATION
- Organize & coordinate administrative arrangements for workshops, conferences, trainings and other events.
- Monitor accounts and payment to vendors and individual contractors for goods and services.
- Prepare, process and follow-up on administrative arrangements related to official travel. Ensure full compliance of UN rules and regulations, policies and strategies on travel management and ensure that vehicles are used in accordance with UN rules and regulations and that vehicle usage date is correctly recorded.
- Maintain project records, documents and correspondence.
- Maintain inventory including equipment, vehicles and assets of the Project for proper functioning.
- Draft routine correspondence and documents.
- Assist Project Management in quality and on time procurement of project goods/services.
- Support preparation of short-term contracts (including individual consultancy contracts) in accordance with UNDP requirements and procedures, exercising control over observation of contract terms and periods; Process Shopping Carts.
- Collect, register and maintain all relevant information on programme activities, draft correspondence and ensure follow-up.
- Process other procurement related requests.
- Act as a Low Value Acquisitioner.
- Create travel requests in Umoja.
- Assist the GLO.ACT- National Programme Coordinator in keeping close contacts with the national partners, programme partners, UNDP and other organizations by means of direct contacts, collection of information.
- Other duties as required.
FINANCE
- Assess the budget heads and ensure its expenditure is as per the approved annual/quarterly work plans; maintain expenditure statement and support in budget processes.
- Oversee and process payment requests, record and reconcile them against yearly project funding request for all activities under the project.
- Prepare and review budget proposals for project documents/revisions, especially costed work-plans / budgets, for completeness and compliance with relevant rules and procedures.
- Follow up on the activities and monitor advance balances of resource disbursed, verify availability of funds for programme activities and recommend for changes in budget line if needed.
- Assist Project Management in settlements of DSA and other claims of staff and other service providers as per UNODC rules.
- Monitor status of expenditures and allotments, record variations and update budget tables.
- Prepare requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
- Prepare financial advance requests to be submitted to Donors/UN agencies on quarterly basis and maintain bank reconciliation, financial transaction and certification of expenditure reports.
- Oversee and ensure efficient project procurement i.e. technical bids, financial bids, proposals and contracts following the UNODC procurement Guidelines.
- Draw up specifications for the procurement of equipment required and ensure proper operation, maintenance and appropriate distribution of such equipment.
- Any other task as and when assigned
Impact of Results
Smooth financial and administrative operation of GLO.ACT South Asia will result in functional impact on the overall success of the project and its achievement of targets and improve project accountability and efficiency in financial and administrative arrangements of the project.
Job Specification
Required Skills and Experience
Education:
- A Bachelor’s degree in commerce, accounting or related field.
Experience:
- A minimum of 5 years of practical experience in administrative & financial management, and procurement in national and/or international development organizations.
- Work experience with UN and knowledge of UN policies, guidelines and procedures would be an asset.
- Experience in financial analysis and budget monitoring is required
- Experience with an SAP Enterprise Resource Planning System (ERP) is required
- Experience in working with donor funded programmes/ projects is desirable
- Experience working with Umoja desirable.
- Proficiency with Microsoft Word, Excel, PowerPoint, Access, SAP and other relevant management software required.
Language:
- Excellent communication skills, both verbal and written, in English and Nepalese.
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