Under the overall guidance of NCCSP Project Manager, the Administrative and Finance Specialist will be responsible for providing administrative, coordination and financial management support to the NGOs/CSOs capacity support project (NCCSP).

The incumbent will undertake the following tasks in order to ensure the success of the project: 

• Support in implementation of operational and financial management strategies.
• Ensure effective administrative support.
• Support to ensure knowledge building and knowledge sharing.

Support in implementation of operational and financial management strategies.

• Support PMU to ensure proper planning, internal control system and safeguard measures for efficient and effective use of financial and other resources of the NCCSP programme.
• Ensure full compliance with UN/UNDP rules, regulations, and policies of financial activities, and financial recording/reporting system.
• Support PMU on the preparation of budgets, periodic expenditure reporting, donor reporting and other financial reports.
• Properly manage bank and cash operation of the PMU.
• Maintain complete sets of books of accounts and financial records on a daily basis following standard accounting principles.
• Support PMU in analysis and monitoring of the financial situation, presentation of forecasts for the NCCSP program, and monitoring of financial exception reports for unusual activities, and transactions.
• Ensure financial transactions are authorized, recorded, and filed with adequate supporting documentation.
• Preparation and monitoring of budgets; regular analysis and reporting on the budget approvals and the delivery situation.
• Provide coordination support in the audit and spot check process in accordance with UN/UNDP rules, regulations, policies and procedures including pre-audit preparations and ensure continuous follow-ups on the implementation of audit findings.

Ensure effective administrative support, focusing on the following results:

• Support PMU in all administrative work for smooth implementation of NCCSP programme.
• Assist PMU in preparing annual and quarterly work plans and periodic reporting for the specific region.
• Assist in coordinating the travel of NCCSP staff, consultants and partners which relates to the implementation of NCCSP work plan.
• Ensure availability, efficient deployment and regular maintenance of programme equipment, including vehicle (s), computers, and other equipment for operational purposes.
• Prepare various contractual documents related to the procurement of goods and services ensuring adequate protection of the interest of the programme and follow-up on the status of the contract.
• Maintain up-to-date personnel files, and employment contracts systematically and periodically report to the Area Manager on the necessary follow-up actions.
• Ensure that vehicle logbooks are systematically maintained by the Driver, vehicles are in proper condition and office supplies are well stocked and properly accounted for.
• Provide support in administering recruitment and procurement of goods and services in accordance with UNDP rules and procedures.
• Perform other administrative duties related to the NCCSP programme as assigned by the Area Manager. 

Ensures knowledge building and knowledge sharing, focusing on the following results:

• Ensure facilitation of knowledge building and knowledge sharing and provide guidance to all stakeholders on financial and administrative matters.
• Support the organization/conduct of training on financial management and administrative procedures.
• Document lessons learned and best practices in Finance and administration.

Competencies

Core Competencies:

• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

People Management Competencies: 

• UNDP People Management Competencies can be found in the dedicated site.

Cross Functional & Technical Competencies:

Administration and Operations:

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

Finance:

• Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
• Financial reporting and analysis: Understand changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance.

Business Management:

• Communication: Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience ability to manage communications internally and externally, through media, social media, and other appropriate channels
• Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.
• Effectiveness: Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.