Administration and Finance Associate

UNDP Bangladesh supports the Government in finding innovative solutions to its development challenges based on the Country Programme Document approved by the Executive Board’s annual delivery target of $50 million. UNDP Bangladesh is organized into (1) Policy and Programmes and (2) Operations Team. The Policy and programmes Team consists of the following portfolio:
(1) Democratic Governance, (2) Resilience & Inclusive Growth.

The United Nations in Bangladesh supports the Government of Bangladesh to find innovative solutions to its development challenges through the broad framework of the Sustainable Development Goals (SDGs), aligning activities with the Government’s various national policies, including but not limited to the country’s five-year plan. UNDP takes the lead to the rule of law, electoral reforms, access to justice, human rights and human security, public administration, local governance, etc. UNDP Bangladesh has been a vital companion of the Government of Bangladesh (GOB) since 1972 in a journey of growth and development of the country. Over the past years, UNDP has worked in partnership with all three branches of the Government – executive (Prime Minister’s Office), legislative (Bangladesh Parliament), and judiciary (Supreme Court and lower courts) – as well as several other institutions, including the Ministry of Law, Justice and Parliamentary Affairs (MoLJPA), Bangladesh National Police, Local Government, National Human Rights Commission, Election Commission, Ministry of Public Administration (MoPA). UNDP Bangladesh aims to continue its ongoing support to the relevant institutions and explore avenues and scope to support the critical Government institutions to implement national development policies and agendas in line with SDGs’ framework. At this outset, UNDP Bangladesh is looking for an Administration and Finance Associate to provide the services of Democratic Governance cluster/portfolio projects (around 15 projects now) to ensure high quality, accuracy, and consistency of work under UNDP guidance.
 

Key Functions of the Admin and Finance Associate are:
i)   Support to Project Planning and Management
ii)   Support to Project Implementation of financial operational strategies and procedures
iii)   Support to management of the Budgets

Under the supervision of the Cluster Head, the Administration and Finance Associate has the following duties and responsibilities:

   SupportProject Planning and Management focusing on achievement of the following results:
o   Standardize the finance and accounting systems of the project as per the financial and accounting procedures of UNDP
o   Review budget revisions of the projects based on the PDRs and CDRs;
o   Assist the project in preparation of the annual work plan, multiyear budget, budget revision, changelog, and procurement plan, as well as ensuring the correctness of the budget and assisting with uploading in the Quantum system
o   Provide Quntum Budgetary inputs in line with project-approved AWPs and ready for KK’ed of Quantum Project Budget
o   Review quarterly Fund Authorization and Certification of Expenditures (FACE), cashbook, bank reconciliation, itemized cost sheet, financial plan and ensure timely submission to Partnership, UNDP;
Assist the Project Team for preparation of monthly, quarterly and annual progress reports to UNDP and the joint programme Administrative Agent;
o   Review documents of NIM/NEX advance request and process for payment.
o   Review of MCG’s financial report of PNGO’s
o   Review the invoices (RFP) from projects under DGC and facilitate the approval process of the payment request.

   Support implementation of financial operational strategies and procedures, focusing on the achievement of the following results:
o   Ensure full compliance with UNDP rules and regulations of financial processes, financial records and reports, implementation of the internal control framework and ensure that the finance and accounting records maintain compatibility with UNDP financial and accounting procedures and formats;
o   Support UNDP CO in mapping and monitoring business processes and implementing the internal standard operating procedures maintained in the Project in consultation with the direct supervisor and office management.
o   Collection and consolidation of financial information for further analyses and reporting by the Project
o   Comply and verify budget and accounting data by researching files, calculating costs, and estimating anticipated expenditures from readily available information sources.
o   Assist to Prepare status reports, progress reports, and other required financial reports as needed
o   Review financial statements, and expenditures as stated in the financial reports of partner organizations
o   Monitor fund disbursement and adjustment of partner organisations
o   Monitor project budget and ensure necessary GDI through Quantum
o   Assist in setting up internal control system and financial data as per GoB, UNDP, and UNDG joint programming guidelines;

   Support Accounting and Administration of budgets focusing on the achievement of the following results:
o   Assist Project Management in settlements of DSA and other claims of staff and other service providers as per UNDP rules;
o   Assist the Cluster Head for all kinds of financial and project management related activities including liaison with different government agencies/donor partners, NGOs and other key stakeholders, as directed;
o   Assist project financial closure formalities including submission of terminal reports, transfer and disposal of equipment, processing of semi-final and final revisions, and support professional staff in preparing the terminal assessment reports;
o   Assisting in preparation of notes for relevant approvals in English/Bengali. 
o   Advise and assist Project staff, experts and consultants on all respects of allowances, salary advances, travel claims and other financial and administrative matters
o   Maintain an appropriate filing system for the Budgets, payments and any other financial process related documents, documenting the implementation of approved work-plan activities.
o   Preparation of detailed cost estimates and participation in budget analysis and projections as required.
o   Management of cash receipts and petty cash of the projects and ensure timely liquidation.
o   Coordinate and arrange monitoring travel of Head of DGC.
o   Assist the projects in preparing bill vouchers, preparing service requests (SRF), and performing Quantum steps in the procurement process, including raising an e-requisition and checking the budget.
o   Assist to prepare payroll action and ensure timely submission to HR
o   Assist to prepare periodic inventory reports if required
o   Assist in monitoring and analyzing projects performance under governance cluster
o   Provide organizational and administrative support in implementation of project activities including organization of roundtables, workshops, trainings, working meetings and other events;

   The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. 
 

Institutional Arrangement

Under the direct supervision of the Assistant Resident Representative of the Democratic Governance Portfolio, the Administration and Finance Associate will perform the responsibilities in coordination with other team members.
 

Finance   Audit risk management   Ability to address audit issues raised in the course of an audit and propose solutions in order to ensure a true and fair audit opinion is achieved