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Administrative and Finance Assistant


Opportunity Deadline

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Job Description

  • Country: India
  • Organization: UNDP
  • Deadline: 2023-11-10
  • No of Vacancies: N/A

Job Description

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.
With projects and programmes in every state and union territory in India, UNDP works with national and subnational government, and diverse development actors to deliver people-centric results, particularly for the most vulnerable and marginalized communities. As the integrator for collective action on the Sustainable Development Goals (SDGs) within the UN system, we are committed to supporting the Government of India’s national development vision and priorities and accelerating the achievement of the SDGs for the people and the planet.

UNDP India’s new Country Programme (2023-2027) builds on our prior work and aims to provide an integrated approach to development solutions in three strategic portfolios:
· Strong, accountable and evidence-led institutions for accelerated achievement of the SDGs
· Enhanced economic opportunities and social protection to reduce inequality, with a focus on the marginalized
· Climate-smart solutions, sustainable ecosystems and resilient development for reduced vulnerability

South-South cooperation, gender equality and social inclusion are promoted across the pillars. The programme is supported by a framework of renewed partnerships and blended finance solutions, strategic innovation and accelerator labs, and data and digital architecture.

You are invited to join a team of future-smart development professionals to support India in achieving the national and globally agreed goals. As part of the UNDP team, your focus will be to work with diverse stakeholders to find country-specific solutions that lead to sustainable development and reach those furthest behind first.

Project Description

UNDP has been working in partnership with the Ministry of Home Affairs (MHA) since 2002 on disaster risk management and preparedness. The Action for Climate and Environment (ACE) programme at UNDP is supporting the national and state authorities in mainstreaming disaster risk reduction and climate change adaptation in development planning.

In the area of resilience, the ACE Unit at UNDP encompasses multiple interventions spread across the country. UNDP has been working towards reduction of disaster risk in urban areas by enhancing institutional capacities to integrate climate risk reduction measures in development programs as well as to undertake mitigation activities based on scientific analysis; and enhance community capacities to manage climate risk in urban areas by enhancing the preparedness. The focus has been on supporting state governments in strengthening their urban resilience. UNDP, in a partnership programme with a few state governments, is also supporting the state government in strengthening the SDMAs and DDMAs.

The Administrative Finance Assistant would be part of the ACE team. He will work under the direct supervision of the Programme Specialist (Community Resilience and Infrastructure) and the overall guidance of the Head ACE unit.

Job Purpose and Scope of Work
A. Main Purpose:
The Administrative Finance Assistant will be expected to support in finance and administrative matters of all the ongoing resilience and upcoming projects. As this is a full–time position, the Admin Assistant cannot hold any other assignments during this assignment.
B. Duties and Responsibilities: 
The Admin Finance Assistant will work under the direct supervision of the Programme Specialist and the overall guidance of the Head ACE unit. S/He will ensure the engagement of all direct stakeholders and delivery of project objectives with other team members. The responsibilities include:
1. Provide Support oversight of overall project finances at National and State level (in coordination with Project Management Units) including preparation of project budget and expenditure plan as per GOI, UNDP and donor requirements.
2. Provide support in finalization of Annual Work Plan (budget and financial component); enter annual budget in Quantum and responsible for getting ASL in time.
3. Track expenditure and make timely payments.
4. Provide Support to manage project audit of financial resources as per UNDP and donor requirements in accordance with UNDP rules and regulations.
Undertake regular monitoring of procurement processes to ensure that they are performed consistently to deliver the project outputs in timely manner and in accordance with the corporate standards. Also Initiate activities for which UNDP is responsible to ensure Quality Assurance Assessment during implementation of the projects annually, and the regular updating of the QUANTUM risk log.
6. Review the management of UNDP assets, facilities and logistical services for the team and events including meetings, trainings, workshops planned under the project.
7. Coordinate with various UNDP operations units such as Finance, Procurement, HR, Administration and Security to meet the project’s operational requirements and ensure compliance with UNDP regulations (PoPP) and GOIs General Financial Rules (GFR 2017)
Institutional Arrangement 
Direct Reporting To1 : Specialist (Community Resilience and Infrastructure), NPSA 10
Overall Reporting To2 : Head, Action for Climate and Environment Unit, UNDP, NOD
Reportees to this position: (if applicable): n/a


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
Business Direction & Strategy
Strategic Thinking
  • Ability to develop effective strategies and prioritized plans in line with UNDP’ 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
Project Management

  • Ability to plan, organize, prioritize, and control resources, procedures and protocols to achieve specific goals

Budget management

  • Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Data analysis

  • Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making

Business Management
Partnerships Management

  • Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts, and others in line with UNDP strategy and policies

Business Management
Resource Management

  • Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity
Required Skills and Experience
Min. Education requirements 
 Secondary education with specialized certification in Accounting and/or Finance. University degree in Finance or Accounting desirable. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.
 Candidates with accountancy certification from an internationally accredited institute of accountancy will have a distinct advantage. Candidates without certification but relevant experience must complete the UNDP Finance Training and Certification Programme (FTCP) if recruited.
Min. years of relevant work experience 
Minimum 5 years (with Secondary Education) or 2 years (with bachelor’s degree) of progressively responsible Finance and Accounting experience at the national or international level is required.
Required skills 
 Experience in the usage of computers and office software packages (MS Word, Excel, etc.).  Ability to extract, interpret and analyze data and resolve problems
 Sound knowledge of financial rules, regulations, and accounting procedures Strong IT skills
Desired skills in addition to the competencies covered in the Competencies section 
 Experience in handling of web-based management systems. Knowledge of UN systems (ERP system) will be an asset.
 Experience of working with UN/International agencies/Government, Inter-Governmental/ Civil Society Organization on similar assignments will be preferred.
 Strong understanding of finance and Administration processes of UN/international agencies will be an added advantage.
 Ability to prepare minutes, reports and good interpersonal skills and ability to establish and maintain effective partnerships and working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
 Builds and maintains constructive relationships with colleagues (and reports where appropriate); treats people with respect, is cooperative, supportive and helpful with a positive contribution to the working environment.
 Works as a team member
 Demonstrates openness to change and ability to manage complexities.
Required Language(s) 
 Excellent oral and writing skills in English and Hindi language.
Professional Certificates– NA
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.
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.
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