Administrative and Finance Associate

Background

Guided by the global UNDP Strategic Plan (2022 – 2025) and UNDP Country Programme for Mongolia (2023 – 2027), the UNDP Mongolia supports government and citizen efforts to accelerate achievement of the Goals, leveraging the signature solutions and enablers in UNDP’s Strategic Plan. It will also work towards the three directions of change: structural transformation, leave no one behind and build resilience to respond to uncertainty and risks. Multidimensional initiatives will be consolidated into two portfolios, one addressing inclusive and green development, and the other a just and accountable transition.

UNDP’s role as an integrator of the Goals will underpin the portfolios, while gender equality, innovation, digital transformation and development financing will serve as enablers. As part of the United Nations country team, UNDP will provide evidence, tools, methodologies, policy expertise, technical leadership and innovative solutions to accelerate the achievement of UNSDCF outcomes. 

About the Portfolio

Diversified, Inclusive and Green Economic Transition portfolio at UNDP Mongolia focuses on: 

1. Strengthening capacities for sustainable livelihoods and employment. UNDP will support the government at national and subnational levels in line with Vision 2050 to help diversify the economy and contribute to an inclusive, green transition. Eco-value chain development will be promoted in provinces with specific needs. Green business capacity-building support will be provided to small firms and entrepreneurs, along with employment skills for youth, persons with disability and women. Support for Goals financing through an integrated national financing framework will provide an enabling environment for a just and green transition. This will take place by integrating climate risks, vulnerability assessments and sustainability requirements in the value chains of livestock products.
2. Promoting a low-carbon, climate-resilient economy. UNDP contributes to strengthening the financing architecture of the Goals by operationalizing the integrated national financing framework and innovative financing opportunities. UNDP promotes responsible investment in the public and private sectors that complies with global environmental, social and governance standards and is gender responsive. UNDP promotes sustainable infrastructure development, with a focus on climate change adaptation and a low-carbon and net-zero-emissions economy, creating employment opportunities and reducing dependence on the extractive industry. The private sector will be supported to leverage access to sustainable financing, including instruments such as green loans and bonds, complementing interventions under outcome 3 of the country programme.  It will also build on leadership by the private sector to catalyse growth in responsible, inclusive and green businesses.

Ongoing projects

Strengthening Systems Approach for SDGs in Mongolia (SASiM):

The specific development challenge the Project seeks to address is efficient and effective use of the limited and inadequate development resources (financial, human, and institutional capacity), which is resulting in a significant amount of financing gap for sustainable development. The challenge can be addressed by formulating multiple business strategies and perspectives for financing development initiatives through innovative, blended and hybrid financing tools, including private sector resource mobilization and participation for achieving SDGs. This Project as an integral part of the UN Sustainable Development Cooperation Framework (UNSDCF 2023-2027) draws on the detailed analysis the document has made on the country’s overall development context and the challenges it faces, including the analysis related to the principle of ‘Leaving no one behind”, seeks to contribute to accelerating progress towards the nationalized and localized SDGs by strengthening the national capacities: in comprehensive assessments and monitoring of the implementation of SDGs, integrating systems and design thinking approach to mainstream SDGs into national planning, filling data gaps, and improving the alignment of private business activities with sustainable development goals. 

The Project will focus on two areas: including (i) improvement in policy cohesion and coordination at national and local level, and (ii) resource mobilization for the national sustainable development.

The Project Implementation Unit (PIU) consists of National Project Coordinator, Administrative and Finance Associate and Technical Analyst. The projects will collaborate closely with the Ministry of Finance, Ministry of Economy and Development, and private sector. 

Sustainable Infrastructure Programme in Asia (SIPA) project:

The (Organisation for Economic Co-operation and Development) OECD-funded “Sustainable Infrastructure Programme in Asia” (“SIPA”) provides policy advice, technical assistance, and capacity development activities at different stages of the infrastructure investment cycle: long-term and mid-term planning, project-level evaluation, sectoral policy design, and green finance and investment.

The project aims to help Central and Southeast Asian countries better reconcile their infrastructure investment decisions with long-term commitments such as the Paris Agreement, the post-2020 Global Biodiversity Framework, and the SDGs. The SIPA Project will be implemented in 2024-2025. As part of its planned Outputs and Activities, the Project will support strategic infrastructure planning and project evaluation for long-term, low-emission, nature-positive development strategies.

Scope of work

Summary of key functions:

• Support financial and budget management
• Provide administrative support
• Support travel
• Support asset management
• Support knowledge building, knowledge sharing and capacity building relevant to the assigned project

Support Finance and Budget Management:

• 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 in accordance with the UNDP financial rules and regulations and the European Union requirements.
• 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 the 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 weekly cash forecasts and submit to Country Office.
• Maintain 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 in accordance with the project document and annual work plans.
• Suggest changes or improvements to increase accuracy and efficiency.
• Take initiatives to mainstream gender in project budgets.
• Liaise with the Country Office, counterparts and other parties on preparation of contracts, budgets and payments.
• Prepare mid-year and annual budget expenditure reports; ensure timely preparation of financial reports in accordance with the reporting schedule, including the financial reports of different components of the project.
• Collaborate and coordinate with FAO and ILO finance focal points.
• Ensure preparation for, and support to spot checks, and annual project audits.
• Ensure regular follow up to audit recommendations.

Provide 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.

Support 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.

Support 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.
• Support in transferring of assets in line with the UNDP asset management rules and regulations.

Support knowledge building, knowledge sharing and capacity building relevant to the assigned project:

• Participate in training and organize briefings on internal procedures for the project staff. Provide support to other capacity building activities, including to the design and delivery of tools, materials for workshops, or platforms that tap into the collective intelligence of communities and mobilize action.
• Provide support in the dissemination and sharing of relevant data and lessons learned within the CO and regionally. Keep pulse on emerging best practices nationally, regionally, and internationally that relate to the work of the assigned project.
• Make sound contributions to knowledge networks and communities of practice. Support compiling and systematizing project knowledge, products, and tools as well as their wide distribution to partners.

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 direct supervision of the National Project Coordinator, 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), Country Office personnel and Implementing Partners.

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 – Customer Satisfaction/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

Business Management – 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

Business Development – Knowledge Facilitation

• Ability to animate individuals and communities of contributors to participate and share, particularly externally

Finance – Budget Management

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

Finance – Audit Risk Management

• Ability to address audit issues raised during an audit and propose solutions in order to ensure a true and fair audit opinion is achieved.

Administration & Operations – Documents and records management

• Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Required Skills and Experience

Education:

• Secondary Education is a requirement.
• A university degree in Finance or Accounting will be given due consideration but it is not a requirement.

Experience:

• Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of progressively responsible finance and accounting experience at the national or international level is required.
• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheets and web-based management systems such as ERP financials and database packages.
• Experience and thorough knowledge of generally accepted accounting principles (e.g. IPSAS or IFRS)
• Experience working in an international organization, NGO or UN system is an asset.
• Prior experience in admin, travel and procurement support is desired.
• Mongolian Certified Public Accountant Completion Certificate is an asset but not required.
• ACCA or other public certified accounting is an asset but not required.

Language requirements

• Fluency in English and Mongolian is required.

Disclaimer 

Important information for US Permanent Residents (‘Green Card’ holders)

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. 
 

Applicant information about UNDP rosters 

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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