National administration and finance associate

Background

Due to its location, topography, and vulnerability to cyclic climatic events (ENSO oscillations), Timor-Leste faces high levels of risks associated with natural hazards. Every year, the country suffers from localized events including, floods, landslides and strong winds. Vulnerable communities have borne the impacts of such natural hazards, which often exacerbate food insecurity. Due to its proximity to an active sub-duction zone, the country is also prone to earthquakes and tsunamis, which could significantly affect the lives of people and have an enormous impact on economic and social infrastructure.
The overall objective of the project is to develop national Disaster Risk Management (DRM) capacity at the national and district levels, including in communities vulnerable to natural disasters and climate change. In order to achieve this objective the National Disaster Management (NDMD) and UNDP have agreed to focus on four key priorities: (i) undertaking a National Risk and Vulnerability Assessment as a basis for decision-making; (ii) mainstreaming DRM and Climate Risk Management (CRM) in Government planning; (iii) establishing and strengthening institutional and operational mechanisms needed for the implementation of the DRM Policy; and (iv) expanding community-based disaster risk reduction with special emphasis on promoting women's participation.
The project will build on UNDP past support to NDMD, as well as ongoing partnerships with IoM and NGOs, particularly in the districts. It will also establish synergies with the UNDP Environment Portfolio, namely projects concerned with Climate Change (CC) Adaptation and Environment Management.

Duties and responsibilities

Under the direct supervision of the DRMP Project Manager (PM), the incumbent will ensure administrative service need identified and addressed in support of specific business operations encompassing finance, procurement, human resource, travel, transport and supply in a timely manner as per UNDP rules. Detailed scope of work includes:

• Conduct the financial and administrative management of the project;
• Maintain complete set of books of account according to the principle of accounting and update it on daily basis. Also keep record of the disbursement made from UNDP on behalf of the project. Ensure accuracy of supporting documents;
• Maintain records on personnel (including attendance sheets and leave logs for clearance by the PM), procurement and inventory;
• Follow up on the activities and monitor advance balances of resource disbursed, verify availability of funds for project activities and recommend for changes in budget line if needed. Draft budget for budget revision;
• Work with ATLAS in entering budget, vouchers, vendors and other required data and process payments requests for all the financial transaction to UNDP country office;
• Prepare and submit periodic financial reports for submission through the project manager to UNDP;
• Provide support to prepare annual and quarterly work plans and budgets in consultation with the programme manager and the CTA;
• Verify Combine Delivery Report (CDR) for Certification;
• Manage annual audit exercise, prepare audit follow-up action plans, and ensure that the action plan is implemented;
• Prepare reports of programme budget allocation and expenditure from a gender and social inclusion perspective under the guidance of the PM and M&E Officer;
• Oversee the financial and administrative management of field operations and implementing partners, including internal audit (if needed);
• Prepare monthly shadow budget for tracking the delivery of the project;
• Oversee the contracts with implementing partners including governmental, non-governmental, and community-based organizations as well as with service providers for the project (individuals and companies);
• Ensure the compliance of all the provisions of guidelines regarding personnel management, procurement, sub contract and financial management;
• Prepare annual human resources and procurement (requisition) plans and implementing them;
• Backstop, monitor and provide training to the field based staff and partners in the areas of financial and administrative arrangements, monitoring and reporting;
• Draw up specifications for the equipment required for procurement in close work with project team and UNDP operations as per guidelines; maintain and update an inventory and ensure proper operation, maintenance and appropriate distribution of such equipment;
• Keep records on non-expendable equipments (NEE), conduct physical verification at least once a year and prepare annual physical verification report of NEE to be submitted to UNDP CO;
• Manage all correspondence related to administration and finance;
• Conduct frequent field visits for monitoring and supervision;
• Provide technical assistance to implementing partners including government agencies, NGOs and CBOs in financial management;
• Oversee the usage and maintenance of all equipments including vehicles;
• Supervise other support staff (Secretary, Office Assistant, Messengers, Drivers, Guards etc) and coordinate the use and recording of programme vehicles and equipments;
• Assist in administrative work (including security clearances and travel) and provide logistic support for smooth implementation of programme;
• Assist in arranging Project Executive Board, Procurement and Recruitment Committee meetings and preparing minute of these meetings;
• Assist in arranging and providing logistic support for the conduct of workshop and seminars;
• Assist in annual audit exercise;
• Handle petty cash and reimbursement of petty cash bills;
• Ensure that machines such as fax, telephone, photocopier etc operates properly;
• Maintain stationary stock;
• Handle front desk office;
• Ensure office rooms are cleaned and sanitation maintained in the programme office and premises;
• Develop and keep updating internal logistics logs (such as events attendance, conference room booking, vehicle use etc).
• Carry out any other related responsibility assigned by the PM and support other activities as required by the project management.

Impact of results

Identification of administrative service needs in support of specific business operations encompassing finance, procurement, human resource, travel, transport and supply will increase the success rate of the programme in delivering its services in a timely manner as per UNDP rules. The delivery of specialized process in a specific administrative service will ensure consistency and timeliness of the whole programme delivery. Accuracy of presentation of financial information enhances UNDP credibility in Financial Management. The information provided facilitates decision making of the project management.

Qualifications and experience

• Complete Secondary Education with at least 5 years of relevant experience in business administration, procurement, finance, and accounting. Bachelor Degree in Management, Business Management will be an advantage.
• Hands-on experience with UN or similar development programme or reputed private organization.
• Excellent financial accounting including auditing and reporting as well as exposure in administration of project.
• Excellent skills in computers (Windows, Word, Excel, and Power Point); should be able to operate financial packages independently.
• Independent auditing skills.
• Excellent written and spoken command of English and Tatum.
• Knowledge and experience of working with ATLAS would be an asset.
• Knowledge of UNDP’s rules and regulations related to administration and finance as well as other business processes would be an advantage.

Competencies

Corporate competencies

• Demonstrated high moral integrity by modeling the UN’s values and ethical standards, impartiality and discretion and proven capacity of initiative, discretion and autonomy.
• Promotes the vision, mission and strategy of UNDP.
• Displays respect to diversity and cultural, gender, religious, race, nationality and age sensitivity.

Functional competencies

• Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example.
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

Development and operational effectiveness

• Able to analyse administrative service needs to support specific business operations encompassing travel, transport and supply.
• Able to formulate, implement, monitor and evaluate programmes and projects, as well as resource mobilization skills.
• Able to implement new systems with attitude change among implementing partners.

Management and leadership

• Builds strong relationships with clients, focuses on impact and results for the client and responds positively to feed-back.
• Consistently approaches work with energy and a positive, constructive attitude.
• Effective communications skills and ability to establish good working relationships with national and international interlocutors.
• Demonstrated openness to change and ability to solve problems and manage complexities.
• Ability to work and act under pressure and with discretion in a politically sensitive environment with a minimum of comfort.
• Ability to travel under harsh conditions within the country whenever required.
• Excellent team building skills.