Administrative and Financial Associate

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations. 

The Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance and supports the results of UNDP’s 2022-2025 Strategic Plan, summarized in its “3x6x3” framework, including strengthening institutions to progressively deliver universal access to essential services based on Structural transformation, Building resilience and Leaving no-one behind. The HIV, Health and Development Group (HHD Group) within BPPS, is helping to contribute towards this outcome. The HIV and Health Strategy 2022-2025: ‘Connecting the Dots’ elaborates UNDP’s work on HIV and health in the context of the 2030 Agenda for Sustainable Development. 

UNDP has an important role in supporting health outcomes by supporting countries to address the social, cultural, and economic determinants of HIV and health in partnership with UN entities and other organizations. This is done through UNDP’s core work in reducing inequalities and social exclusion that drive HIV and poor health, promoting effective and inclusive governance for health and building resilient and sustainable systems for health. UNDP also contributes through its coordinating and convening role in bringing together multiple partners and resources at national and local levels.

As a trusted, long-term partner with extensive operational experience, UNDP supports countries in the effective implementation of complex, multilateral and multi-sectoral health programmes while simultaneously investing in capacity development so that national and local partners can assume these responsibilities over time. UNDP partners with countries in crisis/post-crisis situations, those with weak institutional capacity or governance challenges, and countries under sanctions. When requested, UNDP provide support through various implementation modalities, including technical assistance, fund administration, interim Principal Recipient (PR) in these settings, working with national partners and The Global Fund (GF) to improve management, implementation, and oversight, while simultaneously developing national capacity for governments or local entities to be able to assume the PR role over time. 

Leveraging the expertise gained through the successful implementation of comprehensive international procurement for medicines, medical devices, consumables, and equipment targeting key and vulnerable populations under the HIV and TB grant in Belarus (2023-2024), GF and the Country Coordinating Mechanism (CCM) have strategically designated UNDP as Implementing Partner for procurement  activities under the HIV and TB grant in Belarus (2025-2027) and for the C19RM initiatives under the HIV and TB grant in Belarus (2023-2024).

Under the supervision of the Procurement Coordinator, the Administrative and Finance Associate supports the implementation of the Projects “Sustainable Procurement to Strengthen National HIV and TB Prevention, Treatment, Care and Support Systems in the Republic of Belarus Project” and “Global Fund COVID-19RM”. This will be done in strict adherence to UNDP rules, policies, procedures, and corporate agreements with the Global Fund (GF) in close communication with UNDP Country Office in Belarus, Ministry of Health and its subordinate organizations, HIV and TB programs, international and national NGOs, national stakeholders, the GF (including the Local Fund Agent), the CCM, technical and UN partners, GF/HIST, and other UNDP programs.

Duties and Responsibilities

The specific duties and responsibilities of the Administrative and Finance Associate during the assignment will include, but not be limited to the following:

Support in efficient delivery of the projects, focusing on achievement of the following results: 

• Undertake administrative, logistical, travel, procurement, financial and asset management tasks in full compliance with UNDP rules, regulations and policies;
• Provide support to procure goods and services required by the Projects, in liaison with the relevant staff and units of UNDP Country Office;
• Provide administrative support in arranging Projects related meetings when needed, support with protocol arrangements if needed;
• Participate in the preparation of work plans and operation plans and periodical reviews thereof;
• Provide support in quality control of Projects activities, including assessing impact and effectiveness, tracking outputs and results, and ensure timely and efficient delivery.;
• Maintain an appropriate filing system and documenting the implementation to enable further operational and financial closure of the Projects;
• Provide support in data collection of projects activities in accordance with work plan and procurement plan;
• Provide general secretarial and administrative assistance to the projects in close liaison with UNDP teams other UN agencies.

Ensure administration and implementation of operational strategies, adapt processes and procedures focusing on achievement of the following results: 

• Full compliance with respective UNDP and donor rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations;
• Implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
• Personal initiative to perform daily work timely, efficiently, and in compliance with established rules and plans;
• Ensure knowledge generation through identification, documentation and dissemination of achievements, best practices and lessons learned directly linked to the Grant finance management.

Provide financial support to the Projects, focusing on achievement of the following results:

• Assist the team in drafting Projects work plans, progress reports, and final reports with financial data (for the Project Board, Donor, National partners, UNDP);
• Assist Projects management in performing budget management cycle: planning, preparation, revisions, and budget execution, as well as with the reprogramming requests;
• Create payment invoices, ensuring that all expenditures incurred are in line with the donor agreement and corporate work plans;
• Routinely arrange and follow up on any advances and ensure appropriate liquidation in a timely manner;
• Prepare and timely submit payment requests with proper support documentation to the UNDP Country Office;
• Review Projects accounts to ensure that transactions are correctly recorded and posted in Quantum;
• Perform preparatory work for mandatory and general budget revisions, annual physical inventory, auditing; and assist external evaluators in fulfilling their mission;
• Ensure that all Projects financial activities are carried out on schedule and within budget to achieve the Projects outputs;
• Provide financial monitoring over Projects commitments and expenditures and assist the Projects management in assuring proper Projects delivery;
• Perform all other financial related duties, upon request;
• Ensure timely submission of financial reports to the UNDP Country Office to verify the accuracy of such reports for the national partner or donor.

Provide operations support to the Projects, focusing on achievement of the following results:

• Ensure that UNDP procurement rules are followed during procurement activities that are carried out by the Projects and maintain responsibility for the inventory of the Projects assets;
• Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, requisitions, receipt of quotations, bids or proposals, their preliminary evaluation, note-to-files and justifications in cooperation with the UNDP Operations Unit;
• Coordination of surveys, DSA, travel agencies, organization of common services and other administrative surveys;
• Arrange DSAs for travel, prepare and timely submit travel documents in accordance with UNDP requirements;
• Support with protocol matters, registration of staff, coordination with national partners on space and other administrative matters;
• Preparation of documents set for vendor creation;
• Control the usage and proper accounting of non-expendable equipment (record keeping, drawing up regular inventories), inventories and materials;
• Provide necessary administrative, financial and logistical support to the Projects events, including among other workshops, seminars, working meetings and visits of national and international delegations (visa support, transportation, hotel accommodation etc.);
• Act on telephone inquiries, fax, post and e-mail transmissions, and co-ordinate appointments;
• Provide translation of documents for/to English/Russian/Belarusian as required;
• Draft projects correspondence and documents; finalize correspondence of administrative and financial nature; edit reports and other documents for correctness of form and content as required;
• Assist in collection, preparation and submission of support documents for NPSA contracts extensions;
• Support knowledge building, knowledge sharing and capacity building relevant to the assigned project.

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

Institutional Arrangement

The Administrative and Finance Associate will execute the duties and responsibilities outlined above under the guidance and supervision of the Procurement Coordinator.

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 Competencies:

Operations Management:    

• Ability to effectively plan, organize and oversee the organization’s business processes in order to convert its assets into the best results in the most efficient manner.
• Knowledge of relevant concepts and mechanisms.

Knowledge Generation:    

• Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need.
• Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches.
• Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.

Relationship Management:    

• Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.

Budget Management:     

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

Procurement Management:    

• The ability to acquire goods, services or works from an outside external source.

Travel Contract Management:    

• Knowledge of policy and procedures related to contract management, incl. oversight of the Long-Term Agreement (LTA) with the Travel Management Services (TMS) provider.
• UN airline agreement management covering all major and rail providers; ability to negotiate airline discounts.

Required Skills and Experience

Education:

• Secondary Education with specialized certification in accounting and/or Finance is required, OR;
• University degree in Finance or Accounting is desirable but not a requirement.
• Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.
• 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 Finance Training and Certification Programme (FTCP), if recruited.

Experience:

• Minimum 7 years (with secondary education) or 4 years (with bachelor’s degree) of relevant work experience in the field of Public Administration, Business Administration, Management, Economics or related field is required.

Required Skills: 

• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheets and web-based management systems such as ERP financials and database packages is required.

Desired Skills: 

• Demonstrated experience in working for/with international organization related to project implementation is desired;
• Previous experience in UNDP projects is desirable;
• Demonstrated experience in financial administration is an asset;
• Demonstrated experience to communicate well and interact with key partners in project implementation and delivery is desired.

Required Languages:

• Fluency in Russian is required.
• Working knowledge of English is desired.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

Source :  https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/25502