Project Assistant (Finance and Administration)

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Description

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The United Nations Development Programme (UNDP) is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. UNDP Cambodia Country Office works in partnership with the Royal Government of Cambodia (RGC), non-government organizations, civil society organizations, community-based organizations, multilateral aid agencies, bilateral donors and private sector to support the progress towards the Cambodia Sustainable Development Goals (SDGs) and priorities set in the Pentagonal Strategy – Phase I.

Duties and Responsibilities

The Project Assistant (Finance and Admin) will perform the following key functions: 

• Provide financial management support for the effective implementation of the programmes/ projects;
• Provide administrative and logistic support to projects planning and implementation; and
• Support to knowledge building and knowledge sharing.

Details of key functions:

Provide financial management support for the effective implementation of the programmes/ projects:

• Liaise closely with the UNDP Programme and Operations Associate and Analyst or T/Management/Coordination Leads to ensure the effectiveness of financial management of projects in accordance with UNDP rules and regulations;
• Provide support to the projects to ensure that all projects 1) administrative and financial management, 2) recruitment and procurement processes, and 3) disbursement and payment requests meet UNDP standards and are in compliance with UNDP’s procedure/guidelines, rules, and regulations (including processes under UNDP web-based management system and Quantum);
• Prepare, maintain and revise as necessary financial records for projects;
• Ensure timely payments of project-related commitments, including commitments related to the staff and NPSAs and ensure that payment supporting document contains accurate and sufficient information, i.e. invoice/ receipt date, payee and vendor signature, and clear description on purpose of payment, etc.;
• In close coordination with UNDP Programme and Operations Associate and finance unit, manage the administration of all project staff travel and Daily Subsistence Allowance (DSA) payments, as well as other entitlements and claims;
• Advise and assist staff, experts and consultants on all aspects of allowance, salary, advances, travel claims and other financial matters;
• Assist in concluding financing agreements with donors and work closely with relevant UNDP staff to ensure appropriate recording of contributions;
• Monitor donor contributions and project resources and work closely with relevant staff to ensure appropriate planning and reporting on expenditure;
• Monitor all sub-grantees on their financial progress reports and provide advices to them to effectively delivery the fund upon the legal documents or agreement;
• Foresee and identify potential risks both financial and operational risks, and inform relevant colleagues to ensure that they are addressed in a timely manner;
• Contribute to the preparation of budget work-plan (multi-year, annual and quarterly work-plan, budget revision, and costing of specific activity such as workshops) and to the drafting of report, especially the financial report section;
• Support the project to develop and execute procurement plan;
• Prepare and update proper project relevant documentation and records and ensure that the documents are prepared and ready for audit and spot check;
• Provide support to UNDP in the implementation of audit and spot check recommendations if required;
• Establish and maintain the electronic (including UNDP web-based management system and Quantum) and physical filing system for project documentation and communication;
• Provide support in preparing quarterly and annual financial reports.

Provide administrative and logistic support to projects planning and implementation: 

• Assist the projects with high-level administrative support in planning, implementation, and monitoring;
• Assist the projects in staff-related administration, including the processing of recruitment processes, processing appointment and contract extensions and upkeep of staff records;
• Arrange appointment schedules and travels, organize meetings/workshops and draft correspondence, minutes, etc.;
• Ensure maintenance and upkeep of project assets;
• Control and safeguard all project assets/liabilities; maintain project inventory and reporting including periodic physical counts, inventory tags, and updates; maintain loan agreement of all equipment/vehicles on an annual basis;
• Prepare/maintain loan agreement of all equipment/vehicles on an annual basis;
• Prepare and ensure updated procurement plan and assist in procurement process of related inputs for project activities;
• Support preparation of project board meetings;
• Support to project formulation, extension, and closure process;
• Coordinate travel and accommodation as necessary to support project fieldwork;
• Assist in interpretation and translation where needed.

Support to knowledge building and knowledge sharing:

• Support project teams in the implementation of various aspects of the projects including publication, events, workshops, and conferences;
• Participate in the training for the operations/projects staff on programme;
• Contribute to knowledge networks and communities of practice to streamline effective business practices;
• Share knowledge to and coach the counterpart staff on financial management and other best practices of project implementation;
• Provide guidance to the relevant counterpart staff in the preparation and review of the budget, financial reports, supporting documents;
• Provide information and guidance to the counterpart staff as required on UNDP procedures related to finance, procurement, asset, and HR and advise on processes to follow.

Required Skills and Experience

Education:

• Secondary education, with specialized certification in Accounting and Finance or Bachelor Degree in Business Administration, Accounting, Finance, Management, Public Administration, or related fields.

Experience:

• 5 years (Secondary Education) or 2 years (Bachelor’s Degree) of relevant finance and administrative management experiences with development projects; experience with UN, UN-funded projects, or with an international organization is an advantage;
• Solid experiences in project financial management and in office management support including administrative and logistical supports;
• Experience in providing capacity building support related to financial management to national counterparts.

Required  skills 

• Ability to work under minimum supervision in a complex environment.
• Understanding of global best practice financial and operational rules, regulations and procedures relevant to project implementation. Knowledge of UNDP project implementation procedures is an asset.

Desired skills

• Business Direction and Strategy, System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements consist within an overall process or system, and to consider how altering one element can impact on other parts of the system.
• Business Direction and Strategy, Negotiation and Influence: Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates ‘win-win’ situations.
• Business Development, Human Centered Design: Ability to develop solutions to problems by involving the human perspective in all steps of the problem-solving process.
• Business Management, Result-Based Management: Ability to manage programmes and projects with a focus at improved performance and demonstratable results.
• Business Management, Project Management: Ability to plan, organize, prioritize and control resources and protocols to achieve specific goals.
• Business Management, Partnership Management: Ability to build and maintain partnership with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategies and policies.
• Business Management, Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.

Required Language(s) 

• Fluency in Khmer and English (both spoken and written).

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/20475

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