Admin and Finance Assistant, Swat - United Nations Pakistan

Organizational Context

In 2009, the insurgency and turbulence in Malakand Division (Swat, Buner, Dir and Shangla districts) led to the displacement of over 2.3 million people. Moreover, 2010 flood damaged most of the community infrastructure, land and means of livelihoods. It led to major disruption of livelihood opportunities and service delivery in all the districts of Malakand Division.

The Community Resilience in Malakand Project is a manifestation of UNDP Pakistan’s efforts to support the vulnerable populations in crisis situations through improved prevention, risk reduction, and response (mitigation) mechanisms. And also to assist them in reaching sustainable development goals. An important component of the project is the restoration and rehabilitation of community basic infrastructure schemes to provide an easy access to public services and enable socioeconomic uplift in the crisis affected areas. Project is seeking the services of an Admin and Finance Assistant who will work under the overall supervision of National Project Coordinator, Field Coordinator and Admin and Finance Associate. Main job responsibilities are given below:

Summary of Key Functions:
Ensure the implementation of UNDP Financial and Admin related policies in the Project.
Preparation of PO and non-PO vouchers for development projects in Atlas.
Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Atlas.
Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas and uploading receipt documents in the Document Management System.
Verify vendor banking details by, for example, comparing the banking details on the invoice to the vendor record. Preparation of payment request and travel claims, ensure proper control of the supporting documents for payments and financial reports and payments execution and follow up with relevant sections.
Ensure that payments are entered into Atlas with the correct due date, so that the payment can be scheduled according to the agreed-on payment terms; and Ensure that proper supporting documentation is attached and/or available.
Office management including secretarial assistance during meeting/seminars, maintenance of the office filing system, monitoring of office equipment and supplies and assistance in organizing meetings, workshops/trainings etc. Reporting on any maintenance issues and following these up as appropriate
Maintain and update the, attendance record and leave/movement plan for staff members;
Providing support in preparation of TORs/PAFs for the new posts and other documentation necessary for the recruitment process in coordination with Human Resource Department of UNDP Country Office;
Manage the utilization of project petty expenses and keep a track of petty cash expenditure in line with standard financial procedures;
Processing NOCs, security clearance for staff;
Prepare TA and travel arrangement for UNDP and donors/delegates;
Maintain inventory data base of all Project assets/equipment;
Prepare and maintain vehicle monthly log book, report, maintenance record and other tasks;
Prepare and process tender documents, invite bids from open market, prepare comparative statements and ensure financial accountability in all project related procurements, subcontracts and outsourcing;
Creation of projects in Atlas, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project;
Presentation of information for audit;
Act as the Security Focal Point to ensure MOSS compliance of premises, vehicles etc;
Any other task assign by supervisor or programme coordinator;

Impact of Results
Accurate data entry and financial information have an impact on the quality and implementation of the project. A client-oriented and efficient approach impact on the image of UNDP in the country.

Competencies and Critical Success Factors

Job Knowledge/Technical Expertise

Fundamental knowledge of processes, methods and procedures

Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Demonstrates good knowledge of information technology and applies it in work assignments

Client Orientation

Maintains effective client relationships
Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
Responds to client needs promptly

Recruitment Qualifications & Experience
Secondary Education preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.

5 years of relevant administrative or programme experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems. Knowledge of the development context in Khyber Pakhtunkhwa would be an asset.

Language Requirements:

Fluency in the English and Urdu required. Knowledge of Pashto would be an asset.

Please Note: HEC Attested degrees are a prerequisite for employment at UNDP. During the recruitment process candidates may be required to present HEC attested degrees.
Foreign Qualified Candidates: Foreign degree holders shall be required to
(i) Present a verification/certification letter from the university verifying the degree & student enrollment, or (ii) Foreign degree Equivalence Letter from HEC.

UNDP provides the Equal Opportunity for all equally qualified male & female including the physically challenged candidates, female candidates are particularly encouraged to apply’’ (local and internal VA)

“United Nations Development Programme (UNDP) does not charge fee at any stage of the recruitment process including application, interviews, selection or induction etc. Moreover, UNDP does not concern itself with any information on the applicants’ bank accounts.”