POST:PROJECT ADMINISTRATIVE & FINANCE ASSOCIATE,
ORGANIZATION:GOI-UNDP
Location :New Delhi,India
Salary:very Attractive
Crisis Prevention and Recovery
Type of Contract :
Service Contract
Languages Required :
English
Duration of Initial Contract :
One year initially (renewable)
Background
One of the outcomes of the recently approved GOI-UNDP
Country Programme Action Plan (2013-2017) is on Sustainable Development. The
main objective is “Government, industry and other relevant stakeholders
actively promote environmental sustainability and enhanced resilience of
communities in the face of challenges of climate change, disaster risk and
natural resource depletion”. The programme on “Strengthening Institutional and
Community Resilience to Disasters and Climate Change” has been formulated under
this framework. This programme aims to strengthen capacities of government,
communities and institutions for disaster risk reduction including risks being
enhanced due to climate change, and develop preparedness for recovery. The programme
with a total resource allocation of US$ 6.15 million will focus on eight
multi-hazard prone states, 25 districts, 10 cities and 10,000 villages. The
main components of the programme are: (1) Mainstreaming DRR and CCA in
Development Planning; (2) Urban Risk Reduction; (3) Technical Assistance and
Capacity Building; (4) Support for Knowledge Management; and (5) Enhancing
resilience of vulnerable communities to cope with disasters and climate
variability by implementing scalable demonstrative pilot initiatives.
The Ministry of Home Affairs (MHA) is designated as the
implementing partner with the Joint Secretary (DM), MHA as National Project
Director (NPD) for overall management of the project. UNDP is required to
provide implementation support to the project. Under the overall supervision of
the Head, Disaster Management Unit and in consultation with the Programme
Associate, Disaster Management Unit, UNDP, the Project Administrative and
Finance Associate would perform the following tasks and provide support to the
Project Team attached to the Unit.
Duties and Responsibilities
Functions/Key Results Expected:
Financial management
Maintain financial
records and keep systems to record and reconcile expenditures, balances,
payments, statements and other data for day-to day transactions and reports;
Maintain
expenditure ledgers and updated approval levels by source of funds using ATLAS
system for projects managed by the division;
Process payment
requests from implementing agencies, selected states and others under projects
funded through TRAC and non-TRAC resources;
Review,
reconciliation and verification of FACE forms with advances released and
separate project bank accounts;
Collate and
process financial reports from states into project wise quarterly financial
reports against project advances.
Budgeting
Facilitate
preparation of the annual work plan and budget;
Facilitate
monitoring and analysis of the annual work plan & budget;
Facilitate
revision of budgets
Donor Reporting
Track flow of
funds under various sources as per agreements with the donors;
Based on inputs
from other offices, assist in preparation of financial reports for donors in
the approved format and intervals.
Others
- Assist in conducting management and financial audit of projects
- Manage support costs and office expenditure;
- Coordinate with operational staff on financial systems, queries, reports, schedules, etc.;
- Follow up and maintain status of closing of projects
- Keep track of funds provided for various states under appropriate heads for utilization as per the project document and agreements under the TRAC and non-TRAC-funded projects; and
- Maintain finance related records and files.
HR Functions
- Maintain and update databases related to project personnel under TRAC and non-TRAC funded projects assigned to MHA, Project Units at Delhi, States and Cities;
- Draft responses to emails and letters, minutes of meetings, format presentations and document briefs;
- Provide HR-related support in terms of coordinating interviews, processing requests for contract renewal.
- Maintain HR related records and files to ensure effective storing and retrieval system for the Unit;
Operations-related Functions
- Coordinate logistics support in terms of organizing workshops, liaision with Procurement and Travel Units to support travel arrangements and hotel accommodations for the project personnel and maintain related information;
- Maintain records related to equipment and supplies procured under the projects and prepare inventory lists for verification and submission to the Country Office; and
- Perform any other tasks assigned from time to time by the Unit.
Impact of Results:
Identify the impact of key results across the
project/office/Organization). The key results have an impact on the success of
the programme within the area of cooperation. In particular, the key results
have an impact on the implementation capacity of the Implementing Partner,
improved efficiency in delivery of UNDP inputs; and speedy implementation of
programme activities within the agreed timeframe.
Competencies
Functional competencies
Knowledge Management and Learning
- Promotes a knowledge sharing and learning culture in the Unit;
- Actively works towards continuing personal learning and development in the subject area of the programme, acts on learning plan and applies newly acquired skills.
Development and Operational Effectiveness
- Ability to apply conceptual models in support of implementation of the programme;
- Good knowledge of the results based management of the programmes;
- Strong IT skills;
- Ability to lead implementation of initiatives.
Required Skills and Experience
Education:
University degree
in Economics, Commerce or related subject, preferably degree or diploma in
management.
Experience:
- Minimum 7 years professional experience in administration or finance, preferably in international organizations and/or Government institutions;
- Additional experience in the procurement of goods & services is desirable.
Language:
Fluency in
English;
Working knowledge
of Hindi and/or any other Indian language is desirable.
Travel:
Travel to the
programme states, districts and cities would be required.
UNDP is committed to achieving workforce diversity in terms
of gender, nationality and culture. Individuals from minority groups,
indigenous groups and persons with disabilities are equally encouraged to
apply. All applications will be treated with the strictest confidence.
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