• Provide support in processing payments to suppliers and consultants promptly. Ensure complete supporting documents are attached to the payment request.
• Assist in tracking expenditures of the approved budget, ensuring that funds are available for planned expenditures.
• Process documents for cash advances, liquidations, and reimbursements in a timely manner for submission to and approval by the Project Manager and UNDP Peace Team Leader.
• Create requisitions in Quantum for the project implementation.
• Support efficient management of the project’s administrative, logistical, and procurement system.
• Undertake administrative, finance, and procurement procedures, such as travel processing, liquidating cash advances, processing supplier payments, canvassing/collecting price quotations, and paying utilities.
• Ensure proper systematic filing and maintenance of office records, such as incoming and outgoing correspondences, calendar of activities, transportation requests, staff leave monitoring, requests for office supplies, reports, etc.
• Ensure timely and quality administrative and finance support to project activities.
• Coordinate as a focal point for administration, logistics, finance, and procurement issues, including meetings/workshops.
• Perform other administrative-related tasks as may be assigned by the Peacebuilding Project Manager/designated Project Manager of the joint programme.

Ensures efficient and practical support to procurement functions that contribute to the practical activity delivery and field missions focusing on the achievement of the following results.

• Provide inputs to prepare procurement plans for the project.
• Undertaking the appropriate procurement processes by the relevant UNDP policies, rules and regulations, including, but not limited to, the following:
  • Request for Procurements and regularly update Procurement Status.
  • Ensure compliance with standard procedures in using Long-Term Agreements (LTAs), whenever LTAs are utilized.
  • Coordinating with suppliers to deliver goods and preparing the documents for the beneficiary’s receipt.
• Maintaining an accurate, and reliable electronic filing system.
• Assists and maintains project asset Inventory and preparation of the Assets transfer.
• Performs other logistics-related tasks that the Project Manager may assign.

Supports facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization of training for the operations/ projects staff on field office issues.
• Synthesis of lessons learn and best practices.
• Sound contributions to knowledge networks and communities of practice.

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

Partnership management

• Emerging partnerships: Ability to engage with emerging partners, develop and manage a strategy and develop approaches to developing and managing these new strategic partnerships
• CSO engagement: Knowledge and understanding of CSOs and the ability to engage with CSOs

Administration & Operations

• Events management (including retreats, trainings, and meetings) : Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Finance

• Audit (General): Understands how regulations and professional standards in internal and external audit underpin audit work in the public services. Understands the key stages of audit work, including planning, documentation, testing and reporting. Ability to examine and verify accounts and records. Understands wider mechanisms for assurance and scrutiny. Understands the law and best practice relating to anti-bribery and corruption controls and the fraud risks faced by public bodies.
• Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets
• Audit risk management: Ability to address audit issues raised in the course of an audit and propose solutions in order to ensure a true and fair audit opinion is achieved

• Secondary education is required. Or
• University degree (Bachelor’s degree) in Business Administration, Accounting, Finance, or relevant fields will be given due consideration but is not a requirement.

Experience:

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements