Administration and Finance Officer

UNDP has been working to ensure better lives for the Filipino people since 1965 and has been committed to helping the country achieve the Sustainable Development Goals (SDGs) as well as national development priorities as set out in the Philippine Development Plan and the UN Philippines Partnership Framework for Sustainable Development. Today, it continues to strengthen the country’s capacities at the national and local levels to promote democratic governance, sustainable management of natural resources, climate change adaptation and disaster risk management, and resilience and peacebuilding. In all its programmes, UNDP integrates human rights and gender equality, believing that everyone should have equal access to the benefits of development. 

UNDP maintains a Field Office in Cotabato City, Philippines, with a full staff complement that makes it capable to implement various peacebuilding and development projects. In Mindanao, UNDP has played a critical role in supporting various peace processes, including technical and operational assistance during the peace negotiations as well as in the implementation of peace agreements towards realizing peace dividends for communities in conflict-affected areas.

UNDP’s new Country Programme Document 2024-2028 is founded on the following theory of change: if by 2028, all people, especially those at risk of being left behind, have increased resilience to economic, climatic, disaster and public health risk through improved, equitable and gender-responsive access to and utilization of quality social services, social protection, healthy habitat and enhanced good governance and peace; if people benefit from a more integrated, innovative, inclusive and sustainable economy that generates decent work and livelihood opportunities; and if people benefit from a just transition to low-carbon, climate-resilient development, sustainable management of the environment, natural resources and biodiversity and strengthened resilience to disasters and natural hazards; then the Philippines will achieve the desired economic and social transformation for a prosperous, inclusive and resilient society. 

Related to peace and resilience building, UNDP aims to increase the capacities of government institutions and other stakeholders, enhancing overall societal resilience through fostering peace and unity. UNDP will support peace processes and strengthen government efforts on inclusion and reconciliation, including the socioeconomic reintegration of former combatants, and will continue to empower youth, women, displaced persons and indigenous peoples in promoting their engagement in peacebuilding and inclusive development. Under UNDP’s Peace and Stabilization Programme Team, the Peacebuilding Cluster contributes to the following areas of work: 

• Accompaniment of former combatants towards transformation of revolutionary groups to social movements
• institution-building for peacebuilding and governance
• Dialogue, mediation and accompaniment platforms with women, youth, indigenous peoples and faith-based leaders.
• Women, peace and security
• Youth, peace and security
• Prevention and transformation of violent extremism
• Climate, peace and security
• Support for groups and mechanisms on conflict prevention, social healing and reconciliation processes.

To support the Peacebuilding Cluster under the Peace and Stabilization Team, UNDP is seeking a Project Administration and Finance Officer, who is based in Cotabato City, and who will support the Project Manager in managing the day-to-day operations and monitoring of the different projects implemented under the cluster. The Admin and Finance Officer is tasked to assist in the administration, and financial transactions of the Project while ensuring high quality, accuracy and consistency of work. He or she is expected to report on a daily basis to the Project Manager. The position holder also demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds. Moreover, the Admin and Finance Officer works in close collaboration with the UNDP Peace & Stabilization Programme Team, the Cotabato Field Office Team as well as with other UN Agencies, government officials, technical advisors and experts, multilateral and bi-lateral donors and civil society to successfully implement Peacebuilding projects.

Under the overall guidance of the Project Manager, the Admin and Finance Officer and the Head of Cotabato Field Office, the Admin and Finance Officer is responsible for an effective financial and administrative support to the implementation of the project activities. He/she analyses, interprets and reports according to the financial rules and Regulations and Project Operational Policies and Procedures. The Admin and Finance Officer promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations.

Duties and Responsibilities:

The Administration and Finance Officer will be directly responsible for successfully completing the below set of tasks within allotted, agreed-upon time frames:

Ensures strategic direction of project operations and administration focusing on achievement of the following results.

• Provide effective administrative support to the implementation of Peacebuilding projects.
• Ensure maintenance of the project records and filing systems and safekeeping of confidential materials.
• Ensure timely and quality administrative and logistical support to project activities.
• Conduct periodic equipment/property inventory and ensure recording in the appropriate ledgers.
• Facilitate procurement of office supplies, equipment, and any procurement services needed.
• Facilitate the conduct of personnel performance appraisal, monitor personnel leave credits and absences.
• Ensure provision of logistical services such as arrangement of meetings workshops and other project-related events, as well as day-to-day transportation and mission travel requirements.
• Undertake any additional tasks as assigned by the Project Manager.

Provides advise and support for effective and efficient financial control in the project, focusing on achievement of the following results:

• Analyze and interpret the financial rules and regulations of UNDP and assist in providing solutions to issues related to finance, logistics and day-to-day office administrative activities, while, promoting a collaborative, client-focused, quality and results-oriented service.
• Provision support for planning of financial resources of the Peacebuilding Cluster projects, such as preparation of reports containing analysis of the financial situation; preparation and monitoring of budgets; regular analysis and reporting on the budget approvals and the delivery situation.
• Maintenance of the internal expenditures control system, including budget checks and timely corrective actions on unposted vouchers, the vouchers with budget check errors, match exceptions, and unapproved vouchers
• Process documents for cash advance, liquidation, reimbursements in a timely manner, for submission to and approval of the Project Manager, Head of Cotabato Field Office and UNDP Peace and Stabilization Team Leader
• Preparation of non-PO vouchers for the project and payrolls for salaries and other benefits due to project staff
• Creation of requisitions in Quantum for development projects and register of goods receipt in Quantum.
• Coordination with the UNDP Procurement Team in the procurement of supplies, including requisition, request for quotation, costing for services, machinery, necessities, and any required materials for the project.
• Certify expenditures for approval of payments and monitor/control budget expenditures and approved allotments.
• Coordinate and act as focal point for issues relating to finance and administration.

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

• Organization/conduct of training for the projects staff on financial management.
• Synthesis of lessons learnt and best practices in finance and administration.
• Sound contributions to knowledge networks and communities of practice.
• Provide accurate, prompt and appropriate information and reports to the Project Manager on administrative matters of the project.
• Ensures office management and support to events and logistical arrangements:
• Perform office management as well as procurement systems, policies and procedures in accordance with UNDP guidelines.
• Manage the day-to-day operations of the office, including the provision of assistance in the implementation of office, personnel and logistics management systems.
• Equipment/vehicle utilization and other administrative records.
• Ensure the proper maintenance of office premises, equipment, furniture and vehicles and monitor the condition and use of said resources in accordance with established guidelines.
• Contribute in the developing administrative project material including: 1) event notification forms and checklists; 2) calendars of events and activity schedules; and 3) lists of invitees and participants; 4) assists in monitoring the work progress of project consultants to ensure adherence to the timelines stipulated under the applicable terms of reference and requests for quotations/proposals.
• Coordinate the project events/activities including: 1) preparatory communications with stakeholders; 2) dissemination of invitations; 3) coordination with event resource persons; 4) pre-event communication with invitees; 5) provision of on-site logistical support; and 6) post-event communication with participants.
• Contribute to the liquidations of cash advances and review of related documents.
• Support ensuring that requests for travels are in accordance with UNDP guidelines, following up and finalizing travel arrangements of Peace Team personnel and activity participants.
• Coordinate with hired vehicles for project activities in terms of itineraries and other arrangements.
• Contribute to ensuring regular updates of all project-related webpages and communications outlets.

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 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:

Administration & Operations               

• Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
• Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Business Management           

• Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.

Business Direction and Strategy       

• System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

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.
• Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
• 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.

• 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.
• A first-level university degree (bachelor’s degree) in Finance and/or Accounting, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
• 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 master’s 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 in relevant professional experience in providing administration and finance services for project or programmes.
• Proficiency in standard software applications Word, Excel, PowerPoint, Outlook etc. is required.
• Proven experience of working with the key stakeholders of the peace processes in BARMM is an advantage.
• Expertise in UNDP ERP, QUANTUM and SharePoint is an advantage.
• Experience in UNDP business processes is desirable (procurement, financial and project closure).
• Experience and knowledge in other applications of programming, statistical analysis, design, and/or project management is desirable.

Required Languages:

• (At working level) Fluency in written and verbal English language is required.
• Filipino and other local languages is required.