Project Description 

Direct Implementation (DIM) is the modality whereby UNDP takes on the role of Implementing Partner. In DIM modality, UNDP has the technical and administrative capacity to assume the responsibility for mobilizing and applying effectively the required inputs in order to reach the expected outputs. UNDP assumes overall management responsibility and accountability for project implementation. Accordingly, UNDP must follow all policies and procedures established for its own operations.

Summary of key functions:

• Management of the CO directly implemented projects’ administration and finance, implementing activities by mobilizing goods and services, in accordance with UNDP rules and regulations and relevant national regulations where appropriate;
• Support to programme operations (finance, asset management, administration, HR) in line with UNDP corporate rule, regulation and policies; Support partnership activities at project level;
• Facilitation of knowledge building and knowledge sharing, guidance to all stakeholders on programme management and operational matters

Ensure effective administration of budgets and monitoring of expenditure focusing on  the achievements of the following results: 

• Ensure compliance with the UNDP and government rules and procedures on accounting and finance related issues;
• Assist in the preparation of annual project workplans and related sub-plans (finance, procurement plan, quarterly plans if required, and others as necessary);
• Assist in the preparation of annual/semi-annual progress reports and terminal reports;
• Continuously monitor expenditure and progress against the approved work-plans, provide delivery reports quarterly, bi-annually and annually, and propose necessary solutions/actions to Project Managers and Project Boards;
• Maintain financial records to record and reconcile expenditures, balances, statements and other data;
• Assist in procurement of goods, services and works, by preparing technical specifications, applying relevant methods of procurement, and compiling relevant documentations;
• Assist in organizing workshops, trainings, advocacy events, and conferences by preparing budget estimations and logistics, including venue, equipment, meal, accommodation and other necessary arrangements;
• Assist in making travel arrangements in line with UNDP travel policies;

Ensure effective finance, asset, procurement and HR management and focusing on the achievement of the following results: 

• Implement effective internal controls, undertake the duties assigned as per Atlas profile;
• Monitors project financial exception reports for unusual activities, transactions and investigates anomalies;
• Keep records of project personnel time sheets, calculation of payroll, social security and tax to the respective Government Authorities and UNDP Office for UNDP contracted personnel;
• Maintain filing and archiving of project documents and submit the archived documents to the respective authorities on a timely basis;
• Maintain property ledger, project personnel asset records and conduct inventory and asset checks as per requirements;
• Monitoring of dashboards and exceptions, identification of remedial actions;
• Assist in project audits;

Support partnerships activities at project level 

• Be familiar with the activities of other development projects in the sector/area, establish contact and keep up-to date with their work;
• Create and maintain partnerships with local institutions, private sector in project target areas;

Ensures facilitation of knowledge building and knowledge sharing, guidance to all stakeholders on financial matters focusing on the achievement of the following results:

• Regular exchange of information/experience with other projects, cross-learning and sharing results and good practices;
• Capture lessons learnt during project implementation – a lessons learnt log can be used in this regard;
• Participation in regular internal meetings,
• Participation in training events, communities of practice, codifying and sharing knowledge;
• Facilitation and organisation of training for project staff to enable them to perform at the required level      

Institutional Arrangement

Under the direct supervision of the Programme Analyst for SDGs and Governance portfolio, and overall guidance of relevant Project Managers, the Admin and Finance Associate (AF Associate) shall provide administrative and finance support services to UNDP directly implemented projects mentioned under project description section and other initiatives that may get implemented. The Admin and Finance Associate promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations.

The Admin and Finance Associate works in close collaboration with the UNDP Country Office (CO) programme and operations teams ensuring successful project performance and compliance.

• Secondary education is a requirement.
• Bachelor’s degree in Accounting, Finance, Business or Public Administration, Economics or related fields is a not a requirement, but will be given due consideration.

Min. years of relevant work experience

• A minimum 3 years (with BA degree) or a minimum 6 years (with secondary education) of relevant experience in accounting, finance, operations, administration or audit services at the national and/or international level
• Thorough knowledge of generally accepted accounting principles (e.g. IPSAS) is an asset.
• Experience of managing budget and finance of complex projects, programmes, or initiatives is an asset;
• Corporate ERP working experience is an asset.

Required  skills

• Strong organizational skills and attention to details;
• Ability to plan and prioritize work duties as well as work competently under pressure and tight deadlines.
• Computer proficiency in MS Office (Word, Excel, Power Point)

Desired skills in addition to the competencies covered in the Competencies section

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Zero tolerance for any harassment, i.e. any offensive behaviour, words and actions, including sexual and psychological harassment, bullying, etc.

Required Language(s)

• Excellent knowledge of English and Mongolian, both spoken and written

Professional Certificates

• Mongolian Certified Public Accountant Completion Certificate is an asset
• ACCA or other public certified accounting is an asset.