Admin/ Finance Assistant

Minimum age: 22 years old. Applicants must be nationals of or legal residents in the country of assignment.

Under the direct supervision of the Project Manager, the national UN Volunteer will undertake the following three broad functions

• Support project planning and annaul workplan formulation;
• Support timely and effective project implementation according to plans and in compliance with Country Office Standard Operating Procedures; and
• Provide administive support to the project for efficient project management, according UNDP procedures
• Provide accounting and finance support.

Support project planning and annaul workplan formulation:

• Prepare inputs to formulation of annual workplans.
• Provide inputs to detailed implementation plans.
• Assist in formulation of budgets.
• Assist in formulation of procurement and HR plans.
• Assist in revision of annual workplans, periodic revisions of procurement/HR plans ensuring that plans are updated in a timely manner and in close coordination of UNDP Country Office.

Support timely and effective project implementation according to plans and incompliance with Country Office Standard Operating Procedures

• Initiate procurement actions for International Consultants, goods, works and services and recruitment of Service Contract actions according to HR and procurement plans.
• Prepare requests for recruitment and contracting in UNDP format and according to Country Office (CO) Standard Operating Procedures (SOPs).
• Compile supporting documents for procurement and recruitments processes and ensure that supporting documents are complete and in line with the CO SOPs.
• Follow up with CO units on pending actions (procurement, recruitment, travel, transportation etc).
• Create e-requisitions for travel and prepare Travel Authorizations, submit and follow up with UNDP CO Travel Unit (according to SOPs).
• Prepare payment requests and submit to CO (according to SOP).
• Ensure accuracy of COA of all payment requests.

Provide administive support to the project for efficient project management, according UNDP procedures:

• Monitor leave of local and international project personnel, maintain updated and correct records and online systems.
• Notify CO HR promptly on separation of project staff
• Maintain project supplies and initiate procurement of supplies as necessary.
• Coordinate ICT support to project with the UNDP CO. Coordinate support with ICT helpdesk.
• Maintain filing system for the project.

Provide accounting and finance support:

• Ensure full compliance of financial activites and records with UNDP rules, regulations, polices and procedures.
• Processing of financial documentation (vouchers, GLJEs, supporting documents, etc.) and maintaining internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas, travel claims, and staff entitlements are duly processed.
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Presentation of information on the status of financial resources as required.
• Management of cash receipts and petty cash.
• Proper receipting of goods and services and establishment of accruals.
• Ensure that an orderly and systematic filing system is maintained in the finance unit for efficient and timely retrieval of files. Maintenance of the proper filing system, including hard and soft copy ones, for financial records and documents. Retrieve files or documents as necessary.

Print, scan vouchers and financial documents

Furthermore, UN Volunteers are required to:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark IVD);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
• Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.