Administration and Finance Analyst

Administration and Finance Analyst

Job Identification: 16718
Locations: Pokhara, Nepal
Apply Before: 03/15/2024, 11:59 PM
Job Schedule: Full time
Agency: UNDP
Grade: NPSA-8
Vacancy Type: National Personnel Service Agreement
Practice Area: Management
Bureau: Regional Bureau for Asia and the Pacific
Contract Duration: 1 Year
Required Languages: English and Nepali
Vacancy Timeline: 2 Weeks
Mobility required/no mobility: no mobility required
Job Description
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. Learn more about working at UNDP including our values and inspiring stories.

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 “Green Job Creation through Recycling and Upcycling in Pokhara Metropolitan City (GCRU) project” is designed to promote green economy by establishing recycling/upcycling enterprises based on the model of the circular economy against the ongoing ‘throw away’ approach, thereby increasing green jobs and reducing the pollution and environmental impact of the solid waste. Similarly, a cleaner city will have a big positive impact primarily on tourism business in Pokhara. This objective will be achieved through three interlinked areas of interventions: 1) policy and coordination, 2) promotion of RU enterprises, and 3) empowering communities for increased awareness and community level RU initiatives.
The project aims to become a model example of a successful public-private partnership, which would encourage the rest of the province and other municipalities to follow the Green Economy approach. Waste management, environmental protection and jobs creation are emerging challenges of Nepal’s urbanization. The project will also offer a sustainable solution to address these challenges and contribute to operationalize federalism by strengthening the capacity of the local government in line with the spirit of the constitution. This project directly contribute to SDGs Goal 1, SDGs 8, SDGs goal 11 .6 – Proportion of urban solid waste regularly collected and with adequate final discharge out of total urban solid waste generated, by cities and Goal 12.5 – By 2030, substantially reduce waste generation through prevention, reduction, recycling and reuse. The project will also contribute to achieve waste related targets of Nepal’s second Nationally Determined Contributions (NDCs). Targets that are directly relevant are 1) by 2030, create an enabling environment for both public and private sector to treat industrial and municipal waste, including faecal sludge, 2) By 2030, adopt and implement waste segregation, recycling and waste-to-energy programs in at least 100 municipalities, 3) By 2030, the burning of healthcare waste in 1,400 healthcare facilities will be prohibited by proper management of healthcare waste through the application of non-burn technologies, 4) Promote the 3Rs (Reduce, Reuse, Recycle) approach to waste management, along with source segregation and management of degradable and non-degradable waste, 5) Focus on co-production of energy and organic fertilizer from solid waste, wastewater and faecal sludge.
Enabling policy environment for incentivize existing and potential RUs will also encourage communities and the public to proactively contribute to minimize the burden of waste management by source segregation and increased source recovery. Learning and educational platforms like Green Venture Zone would respond to the learning needs and innovation for RUs required to complement opportunities created by an enabling policy environment. Community level RU groups created as a result of sustained public awareness and skill development would perfectly complement with the Green Venture Zone. These groups could be the direct beneficiaries of the GVZ incubation and educational programmes, and a foundation to supply necessary raw materials (refined and cleaned materials) for the RUs promoted by GVZ.
The Administration and Finance Analyst will report to and work under the direct supervision of the Project Manager. This position will supervise the Project Assistant and Driver. The Administration and Finance Analyst will also work closely with the Portfolio Associate of the Inclusive Economic Growth Portfolio and other UNDP and project positions in the project offices.

Duties and Responsibilities:

Under the guidance and direct supervision of National Project Manager, the key responsibilities of the Administration and Finance Analyst will include an overall financial management of the project in compliance with UNDP policies and procedures and KOICA requirements, procurement and logistics management, administrative management and vehicle management.

Key Tasks and Responsibilities of Administration and Finance Office are:

Financial Management

•  Lead the overall financial management of the Project and maintain and upload the annual/revise budget and CDRs in Quantum along with other supporting documents
• Prepare & review vouchers in Quantum, obtain approval and process payments for all the financial transactions done at Project
•  Keep record of the disbursements made from UNDP CO and by cooperating agency on behalf of the Project;
• Support the programme team in preparing and updating Annual Work Plan and Acceleration/Quarterly work plan of the Project;
•  Manage Quantum generated donor reports and prepare financial reports as per the KOICA requirements and in compliance with UNDP policies
•  Ensure compliance of all the provisions of DIM Guidelines regarding personnel management, procurement, subcontract and financial management;
•  Support and facilitate the DIM audit, RPA and LVGA audits as well as internal audit conducted by UNDP and follow up on measures to be taken based on the findings;
•  Identify capacity gaps of Sub Recipients NGO’s/private sector in Financial Management and provide guidance where necessary;
• Conduct periodic field monitoring visits to ensure the financial management system in place with the partner organizations/grantees;
• Perform VAT reconciliation and claim quarterly to IRD on the project’s VAT transactions;
• Handle petty cash and reimbursement of petty cash bills as per UNDP rules and regulations;
• Provide supervision on financial aspects of the Project to project personnel where required;
• Advise and assist project manager and national consultants on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services;
• Monitor RPA and LVG financial delivery and inform the project team to expedite their activities to meet the delivery target;
• Provide administrative and financial guidance to project team personnel as and when required; such as assisting them to create an incident in UNAll, etc.

Procurement and Logistic Management

• Arrange for procurement of equipment, supplies and services as per approved Work Plan;
• Ensure the contractual processes follow the stipulated UNDP procedures and provide necessary feedback for finalization of the TORs for procurement of good and services;
•  Take role in the evaluation process during procurement process for contract awarding for goods and services;
• Physically clear and ensure delivery of equipment and supplies procured for the various programme sites;
•  Keep records of Non-Expendable Equipment (NEE), conduct physical verification at least once a year and prepare report on annual physical verification of NEE to be submitted to UNDP CO.
• Provide necessary logistical support to organize events hosted by the project;

Administrative management

• Oversee the overall administrative management of the project and manage all correspondence related to administration;
•  Assist in the conceptualization and development of Human Resource and Procurement plans in consultation with the Project Manager/Team;
• Upload supporting documents for position creation and PTAEO change in UNDP HR online service portal;
•  Provide significant support in annual audit exercise and ensure that the action plan is implemented;
•  Support the Project Manager in overseeing the contracts with implementing partners including governmental and non-governmental organizations as well as with service providers for the programme (individuals and companies);
•  Support in ensuring the compliance of all the provisions of guidelines regarding personnel management, procurement and sub-contracts;
•  Support to organize Project Board meetings; ensure documentation and timely circulation of minutes to the concerned parties;
•  Act as a focal person for leave monitoring and supervisory role to Project Operations Associate and Driver;
• Provide necessary guidance to project personnel for T&E process and certify Travel Request in T&E after thorough review for further approval;
•  Ensure all administrative, human resource and programme related materials are properly documented and archived for ease of access;
• Prepare and update the communication tree of the project and inform the project personnel on accountability reporting;

Vehicle Management

•  Ensure that proper inventory of all components of vehicles are maintained and checked frequently and regularly;
•  Ensure insurance and blue book renewal is done timely and updated;
• Coordinate and supervise the driver for official movements and missions;
•  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

Gender and Social Inclusion ( GESI)

•  Ensure GESI is mainstreamed in the budget, AWP, procurement and HR plans, and all other administrative work to be undertaken by the project in coordination with GESI focal person of UNDP CO
• Fully comply with UNDP’s GESI policy and zero tolerance for sexual and gender based violence
• Promote gender equality and social inclusion (GESI) throughout programme implementation.
•  Create a safe working environment by developing respectful and safe organizational culture and supporting practices;
•  Collaborates with team members, programme partners, and sub-grantees to ensure safe implementation of programmes at the community level applying Do No Harm approach
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the office and the organization

Competencies:

Core Competencies:

•  Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
•  Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
•  Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

People Management competencies:

• UNDP People Management Competencies can be found in the dedicated site.

Cross Functional competencies:

Business Management

•  Partnerships Management : Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies.

Finance

• Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
• Financial Reporting and Analysis: Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring; Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance.
•  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.

Procurement

•  Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
  2030 Agenda: People
• Gender: Gender Mainstreaming
  2030 Agenda: Peace
• Governance: Inclusion and Participation

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. Candidates with professional accounting qualifications from an internationally accredited institute of accountancy will have a distinct advantage.
•  Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete the Finance Training and Certification Programme (FTCP), if recruited.
• Candidates satisfying the two above criteria are exempted from undertaking the UNDP Advanced Accountancy and Finance Test (AAFT).
• Candidates with MBA or masters in finance with no accountancy qualification but with relevant experience must successfully undertake the UNDP Advanced Accountancy and Finance Test (AAFT) to be eligible for shortlisting

Experience:

•  Up to 2-years (with master´s degree) or minimum of 2 years (with bachelor´s degree) of working experience in the area of leading Admin and finance for projects
•  Good knowledge of computer applications, especially MS Office Good understanding of other application for data management and project monitoring
•  Strong experience in the areas of budgetary planning and audit is desired.
• Knowledge and experience of office management including account and financial management; and international funded project management procedures will be an asset.
• Demonstrated experience of work in various aspects of contract management and project procurement will have an advantage.
•  Experience/Ability to operate financial ERP packages and write reports will have an advantage.
• Good knowledge of computer applications especially MS Office, Power Business Intelligence (PBI), SPSS is desired.
• Good understanding of other application for data management and project monitoring is desired.

Required Languages:

• English and Nepali

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UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

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Tagged as: Finance Analyst, NGO INGO, Pokhara, UNDP Job Vacancy