Background
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The objective of the ‘’Improving Adaptive Capacity and Risk Management of Rural Communities in Mongolia’’ project is to strengthen resource-dependent rural population and their climate resilience through feasible adaptation measures for maintaining ecosystem services. The project plans to achieve its goal by conjoining the main activities: a) enhanced climate-informed planning for land and water use localized to the aimag level, b) ecosystem-based adaptation measures to protect land and water resources c) building herder capacity to pursue climate-resilient livelihoods. The primary outputs are as followed:
- Integrate climate information into land and water use planning at the national and sub-national levels.
- Scaling up climate-resilient water and soil management practices for enhanced small scale herder resource management
- Build herder capacity to access markets for sustainably sourced, climate-resilient livestock products.
The project funded by Green Climate Fund (GCF) and implemented by UNDP. The implementing partners of the project are the Ministry of Environment and Tourism and Ministry of Food, Agriculture and Light Industry. The project will start in March 2021 and run until the end of 2027. The target areas are focused on four aimags Zavkhan, Khovd, Dornod and Sukhbaatar, which are vulnerable to climate change and cover a range of ecological zones. The project is expected to benefit an estimated 800.000 people (approximately 130.000 direct and 800.000 indirect beneficiaries), of whom 50% are women.
Under the overall guidance and direct supervision of the National Project Manager, the Admin and Finance Associate is responsible for project implementation support services, ensuring effective operational management of the project and transparent utilization of financial resources. 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 Project Implementing Unit (PIU) and the Country Office.
Duties and Responsibilities:
Summary of key functions:
- Financial and budget management
- Assets Management
- Administrative support
- Travel
Finance and Budget Management:
- Keep records of project funds and expenditures and ensure all project-related financial documentation are well maintained and readily available when required by the National Project Coordinator.
- Review project expenditures and ensure that project funds are used in compliance with the Project Document and Government financial rules and procedures.
- Validate and certify FACE forms before submission to UNDP.
- Provide necessary financial information as and when required for project management decisions.
- Ensure preparation for, and support to spot checks and annual project audits.
Ensure regular follow up to audit recommendations.
- Review annual budgets, and project expenditure reports, and notify the Project Manager if there are any discrepancies or issues.
- Closely monitor the deliverables against the GCF requirement for the next disbursement request and take necessary action to compile necessary documents, co-financing reports of Implementing Partners on time.
- Submission of request for disbursement within 30 days prior to the expected disbursement
- Consolidate financial progress reports for the Annual Progress Report to the GCF.
- Liaise and follow up with the responsible parties for implementation of project activities in matters related to project funds and financial progress reports.
- Collaborate and coordinate with Regional and Country Office finance focal points.
- Ensure full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and procedures.
- Prepare draft budgets, budget set-up and clearance, as well as budget revisions and enter the updates into the system.
- Manage project budget following the UNDP financial rules and regulations and the GCF FAA requirements and ensure that APR and financial information in accordance with AMA.
- Verify all supporting documentation for payment requests, disbursement vouchers, Responsible Parties’ financial reports and other financial documents when required; ensure timely follow up actions on pre-payment vouchers.
- Submit voucher/vendor creation requests to GSSU and tale necessary actions.
- Ensure timely corrective actions on Purchase Orders and vouchers with budget check errors, match exceptions, unapproved PO and vouchers.
- Provide accurate information to the Finance and HR Units for the monthly payroll.
- Develop forecasts of budget utilization and the expenses related to activities as required.
- Prepare monthly and weekly cash forecasts and submit to Country Office.
- Maintain the internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Quantum.
- Monitor financial expenditure of the project and ensure that financial delivery of the project is following the project document and annual work plans.
- Suggest changes or improvements increase accuracy and efficiency.
- Take initiatives to mainstream gender in project budgets.
- Liaise with the Country Office, counterparts and other parties on the preparation of contracts, budgets and payments, monitor co-financing and report against what was presented in the document.
- Prepare mid-year and annual budget expenditure reports.
- Ensure timely preparation of financial reports following the reporting schedule, including the financial reports of different components of the project.
Assets Management:
- Ensure inventory and asset management according to IPSAS requirements.
- Participate in regular physical inventory verification and submits subsequent inventory reports, produce the required release and receiving documents.
- Manage the transfer of assets in line with the UNDP asset management rules and regulations.
Administrative support:
- Actively participate in the preparation of annual work plans, and project operational planning, including procurement planning.
- Assist in administrative work and provide logistic support for smooth implementation of the project, including support organization of meetings, training, workshops, conferences and seminars.
- Ensure availability, efficient deployment and regular maintenance of the project equipment.
- Ensure office supplies are well stocked and properly accounted for and maintain vehicle logbooks.
- Prepare various contractual documents related to procurement of goods and services and follow-up on the status of the contract.
- Maintain up to date the file of contracts and periodically report to NPC on necessary follow-up actions.
- Maintain filing and archiving of project documents and submit the archived documents to the respective authorities on a timely basis.
- Assist in preparation of regular progress reports in line with reporting schedule.
- Support coordination and synergies of project components, other relevant projects and initiatives.
- Perform other administrative and financial duties as assigned by NPC.
Travel:
- Make the required travel arrangements, accommodation, venue, and other logistics for workshops, trainings, seminars, etc.
- Preparation and timely submission of Travel Authorizations (TAs) and travel claims. Ensure all travel related files contain up to date information.
Competencies:
Core competencies:
- Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
- Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
- Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
- Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
- Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
- Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
- Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
Cross-Functional & Technical competencies:
Business Management
- Results-based Management: Ability to manage programmes and projects with a focus at improved performance and demonstrable results.
- Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience; Ability to manage communications internally and externally, through media, social media and other appropriate channels
- Working with Evidence and Data: Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.
- Digital Awareness and Literacy: Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed.
Finance
- Accounting (General): Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.
Technical
- Customer Satisfactions/ Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.
Required Skills and Experience:
Education:
- Secondary education is a requirement.
- University degree in Finance or Accounting desirable. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.
Experience:
- A minimum 7 years (with secondary education) or 4 years (with Bachelors degree) of relevant experience at the national and/or international level in accounting, finance, operations, administration or audit services.
- Fully Qualified Accountant, from an internationally accredited institute of accountancy or Full Completion of the UNDP Finance Training and Certification Programme (FTCP). No UNDP Accountancy and Finance Test (AFT) is required.
- Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete UNDP Finance Training and Certification Programme (FTCP), if recruited. However, no UNDP Accountancy and Finance Test (AFT) is required.
- Candidate with no professional accountancy qualifications but with relevant experience must successfully undertake UNDP Accountancy and Finance Test (AFT) before shortlisting and must complete the UNDP.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages.
- Prior experience and thorough knowledge of generally accepted accounting principles (e.g. IPSAS)
- Experience in managing budget and finance of complex projects, programmes, or initiatives is an asset.
- Experience working with public sector/government institutions is an asset.
- Working experience with Corporate Enterprise Resource Planning software is an asset.
- Mongolian Certified Public Accountant Completion Certificate is an asset.
- ACCA or other public certified accounting is an asset.
Required Languages:
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
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.
Non-discrimination
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.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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