Administrative and Finance Associate

United Nations Development Programme (UNDP) Nepal works with the Nepalese, Government of Nepal, and other development partners to pursue equitable and sustainable human development goals to promote inclusive and resilient economic growth; improve the coherence and quality of governance across the three tiers of government and advance resilient and sustainable systems for use of natural resources through public policies, strong institutions, and active community participation. Additionally, Special attention will be paid to (a) supporting national reforms and upholding the values of justice, human rights, equity and transparency; (b) promoting gender equality and social inclusion by supporting the strengthening and implementation of legislative and institutional frameworks related to international commitments; and (c) ensuring that the rights to economic and social security and potential of all marginalized groups are realized.

In parallel to the roll-out of its new Country Programme, 2023-27, UNDP Nepal is moving towards strategically repositioning UNDP’s contributions in support of the Sustainable Development Goals and collaboration with national development partners. Meanwhile, Nepal’s GNI continues to grow, making graduation from LDC status a scenario for which UNDP needs to begin planning and adapting to different models of development cooperation.

The Administrative and Finance Associate will be selected and placed in the UNDP roster for any future requirement for similar functions and in same grade. The duty station of the selected candidate can be anywhere in Nepal, as assigned by the project. The placement in roster is valid for 36 months from the finalization of recruitment date.
 

The AFA will work under direct supervision and overall guidance of Project Coordinator/ Project Manager/Team Leader.

1. Project Administration Support

• Assist Project Coordinator/Manager in timely and effective implementation of HR and procurement plans by preparing all necessary documents as per the UNDP and DIM/NIM guidelines;
• Maintain accurate financial and personnel records of the project as required by UNDP Nepal;
• Assist Project Coordinator/Manager in undertaking quality assurance of project procurement i.e. technical bids, financial bids, proposals and contracts;
• Support in drafting internal and external correspondence especially related to procurement, recruitment, resource mobilization, partnership building etc.;
• Support in organizing workshops, seminars, training including arrangement for venue, logistics, transportation, and documentation of events;
• Arrange internal and external meetings (including the meetings of governments and donors) for project with government, private sectors, academia, donors, insurance associations, UN agencies and other potential partners and stakeholders, and maintain minute of all projects related meetings;
• Provide logistic support in organizing the Project Board Meetings;
• Ensure all project related materials are properly documented and easily accessible;
• Maintain a filing system for the project;
• Support in day to day logistic/operation management; room booking for meeting, workshop and seminar, vehicle booking, security clearance, if needed hotel arrangement, preparing meeting minutes;

2. Financial Management support:

• Track progress in the financial delivery of Grants/RPA and contribute to overall financial planning and reporting;
• Support in preparation of Annual Work Plan (AWP) and Quarterly Work Plan (QWP) preparation as per the requirement of project and ensure compliance with donor;
• Assist Project Coordinator/Manager in drafting Note to the file, Memorandum of understandings, contracts with implementing partners and other such documents as per UNDP DIM/NIM guidelines; 
• Assist in managing the various contracts with implementing partners-government entities, training institute, insurance industry institutions, UN agencies etc. and ensure timely payment;
• Provide support to monitor budget expenditure as per approved budget from UNDP system; Analyze the Combined Delivery Report and provide advice as required;
• Assist in preparing quarterly financial reports and entering them into Quantum;
• Provide support to resource mobilization by analyzing information on donors, preparation of donors’ profiles and their country strategy papers;
• Support in gathering information on other donor funded or UN agency projects that are potential partners for the project.
• Support the project to update various logs in Quantum and to keep the project dashboard updated;
• Support UNDP Nepal office to prepare quarterly and annual financial reporting as per UNDP Nepal CO requirements. 
• Assist in preparing for project audit and in responding to audit queries, UNDP CO and government queries related to project budget, financial resources, and expenditures;
• Provide training to implementing partners related to financial management, audit, reporting and project implementation.

3. Gender and Social Inclusion 

• Ensure Gender Equality and Social Inclusion (GESI) considerations are incorporated in the project activities and project budget is made GESI Responsive;
• Create a safe working environment by developing respectful and safe organizational culture and supporting practices;
• Collaborate 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.

Institutional Arrangement

Under the overall guidance and supervision of the Project Coordinator/Manager, AFA will work closely on a day-to- day basis to facilitate various administrative, financial and program implementation related operational and logistical processes.