Location:

Manila, Philippines
Salary:

negotiable / YEAR
Job type:

CONTRACTOR
Posted:

3 months ago
Category:

Budget and Accounting, Finance
Deadline:

24/07/2024

JOB DESCRIPTION

JOB SUMMARY:

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The Philippines is one of the fastest growing economies in Southeast Asia and plays an important role in the stability of the region. Environmental degradation and more frequent climatic events are likely to be key political, economic, and security disrupters over the longer term. Humanitarian crises can undermine growth, reverse development gains, increase poverty, and cause instability that can last for decades.

To address this challenge, the United Nations Development Program (UNDP) through the support of the Government of Australia Department of Foreign Affairs and Trade in the Philippines (DFAT), is implementing the Strengthening Institutions and Empowering Localities Against Disasters and Climate Change (SHIELD) Program. Australia invested AUD18 million in SHIELD which aims to make all people in target communities safer and more resilient to the impacts of natural hazard events and climate change. This will be realized by achieving three interdependent components:

Component 1: Government, private sector, and civil society stakeholders in targeted local government units (LGUs) are collaborating to unlock funding and implementing informed and inclusive resilience actions

Component 2: Relevant national government agencies (NGAs) are prioritizing action on local climate and disaster resilience
Component 3: Philippine scientific agencies are producing tailored and accessible information for local resilience action

The SHIELD Program is implemented in partnership with the Government of the Philippines through the Department of Interior and Local Government and four Consortium Partners, namely, United Nations Human Settlement Program (UN-HABITAT), Philippine Business for Social Progress (PBSP), National Resilience Council (NRC), and the Consortium of Bangsamoro Civil Society (CBCS). The program will assist 11 vulnerable provinces, Metro Manila and the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM).

UNDP has set up a SHIELD Support Unit (SSU) responsible for the day-to-day operations of the program. The SSU will undertake key functions to support the SHIELD Program Board, Executive Committee, Program Management Team, and collaborate with Multistakeholder Partners at the national and sub-national levels. Job Purpose and Organizational Context>

Duties and Responsibilities

The Administrative and Finance Associate will work closely with the SHIELD SSU, UNDP Country Office teams and program stakeholders to ensure relevant requirements are fulfilled in a timely manner with the required quality, following standards in line with UNDP guidelines and procedures.

Based on the above described, the UNDP an Administrative/Finance Associate’s scope of work will be composed of the following:

Support in Project Compliance and Financial Management Strategies
Support in Administrative and Coordination in Project Operations
Support in Processing and Compliance in Procurement, Travel, and HR Requirements

Support in Project Compliance and Financial Management Strategies

Contribute to the required project progress thematic and financial reporting based on the donor (DFAT) and UNDP requirements and its submission to the Program Board consideration;
Supports on the preparation of budgets, periodic expenditure reporting, donor reporting and other financial reports.
Supports the development and finalization of the SHIELD Annual Work and Financial Plans;
Keep records of project funds and expenditures, and ensure all project-related financial documentation are well maintained and readily available;
Review project expenditures and ensure that project funds are used in compliance with the Project Implementation Plan (PIP) and UNDP financial rules and procedures;
Review annual budgets and project expenditure reports, and notify the SHIELD Programme Manager and UNDP-SHIELD Project Manager if there are any discrepancies or issues;
Consolidate progress and financial reports submitted by Consortium Partners and other stakeholders
Supports the implementation of assurance activities and compliance of UNDP rules and regulations for SHIELD consortium partners.

2. Support in Administrative and Coordination in Project Operations

Maintain filing system for SHIELD financial and project documents for compliance.
Maintain and update SHIELD Contact List and share with program stakeholders on a regular basis
Provide support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters
Provide administrative and secretariat support to meetings, workshops, conferences, missions, retreats
Ensure availability, efficient deployment and regular maintenance of programme equipment, including vehicle (s), computers, and other equipment for operational purposes.
Coordinate assets management with the CO and prepare and submit periodic inventory reports.<Enter Duties and Responsibilities
Ensures that office supplies are well stocked and accounted for.

3. Support in Processing and Compliance in Procurement, Travel, and HR Requirements

Support vendor set-up in Quantum
Prepare various documents related to the procurement of goods and service.
Responsible for the monitoring of purchase orders and submits to the SHIELD Programme Manager or the UNDP-SHIELD Project Manager items that have been received by the project.
Processes travel requests and travel claims in accordance with UNDP rules and procedures
Maintain up-to-date personnel files, and employment contracts systematically and periodically report to the SHIELD Programme Manager on the necessary follow-up actions.

4. Institutional Arrangement

The Administrative and Finance Associate reports to the Program Management Specialist, under the overall supervision of the SHIELD Programme Manager. The Administrative and Finance Associate is part of the SSU and works closely with UNDP, SHIELD Consortium Partners, Responsible Partners, and DFAT and is responsible for providing administrative/finance support to the project according to UNDP corporate rules and procedures

Competencies

Core
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
Thematic Area	Name	Definition
Business Direction & Strategy	Strategic Thinking	Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP
Business Development	Knowledge Generation	Ability to research and turn information into useful knowledge, relevant for content, or responsive to a stated need
Business Development	Integration within the UN	Ability to identity, and integrate capacity and assets of the UN system, and engage in joint work; knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations
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
General	Event planning and execution:	Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP’s overall brand and mandate.
Administration & Operations	Events management	Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Required Skills and Experience

Min. Education requirements:

High School Diploma is required or

-Bachelor’s degree in Finance, Economics, Business Administration and Management, Planning, Social Sciences, Environmental sciences, and/or any other related field will be given due consideration.

– Long-listed candidates may be required to undergo the UNDP Accountancy & Finance Test (AFT)

Min. years of relevant work experience

Minimum of six (06) years with High School Diploma or three (03) years with Bachelor Degree of relevant experience in administration and finance preferably in a project management setting involving a multi-lateral/ international funding agency.

Required skills

Sound understanding of key software packages (MS Office)

Strong financial and administrative skills, result and client-orientation, ability to work in a team.

Ability to work under pressure and with tight deadlines, ethics and honesty.

Ability to use information and communication technology as a tool and resource.

Ability to handle multiple tasks simultaneously and ability to prioritize.

Experience in handling web-based management systems.

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.

Scam warning

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ABSTRACT:

United Nations Development Programme Admin and Finance Associate Philippines UNDP Jobs 2024

United Nations Development Programme looking for “Admin and Finance Associate”. Applicants with an Advanced degree may apply on or before 24-Jul-24.

The United Nations Development Programme has published a job vacancy announcement on 17/07/2024 for qualified applicants to fill in the vacant post of Admin and Finance Associate to be based in Manila , Philippines. For more jobs, please visit https://unjoblink.org

Company Name: United Nations Development Programme

Job Title: Admin and Finance Associate

Duty Station: Manila , Philippines

Country: Philippines

Application Deadline: 24-Jul-24

This job has expired.