Administrative and Finance Associate

UNDP Philippines is supporting the initiatives of the Bangsamoro Government in strengthening the Women, Peace and Security in the BARMM. With support from the Government of Canada, UNDP Philippines is implementing the a joint programme “Empowering women for sustainable peace in the BARMM” in partnership with UN Women. The joint programme (April 2022–September 2025) aims to achieve the goal of advancing the WPS agenda in the BARMM region of the Philippines.The ultimate outcome of the programme is ‘Through inclusive and accountable governance, decent employment generation and essential services of health, education, security, justice, protection and recovery systems reach the most vulnerable in Mindanao, resulting in socially cohesive and resilient communities. More specifically, the proposed project will contribute to the following two intermediate outcomes:

• Strengthened inclusive, gender-responsive policy and programming on conflict prevention and resolution by government institutions in the BARMM; and,
• Improved meaningful participation and leadership in conflict prevention and resolution and peace-humanitarian nexus of women peace mediators and women’s organizations in the BARMM.

To support the joint programme, UNDP is seeking an Administrative and Finance Associate who is based in Cotabato City, and support the Project Manager and Peace and Stabilization Programme Team through providing administrative, logistics and financial management support for the day-to-day operations of the programme. The Administrative and Finance Associate is tasked to assist in the administrative and financial management aspect of the implementation of project activities, while ensuring high quality, accuracy, and consistency of work. The Administrative and Finance Associate is expected to report daily to the Peacebuilding Project Manager. The position holder also demonstrates a client-oriented approach, tact, and ability to work with people of different national and cultural backgrounds. Moreover, the Administrative and Finance Associate works in close collaboration with the UNDP Peace and Stabilization Programme Team, as well as with other UN Agencies, and civil society to successfully implement the activities and is expected to travel to various areas in Mindanao and BARMM.
 

The Administrative and Finance Associate will be directly responsible for completing the below set of tasks within allotted, agreed-upon time frames:

Ensures support to the project team by focusing on the achievement of the following results.

• Provide support in processing payments to suppliers and consultants promptly. Ensure complete supporting documents are attached to the payment request. 
• Assist in tracking expenditures of the approved budget, ensuring that funds are available for planned expenditures.
• Process documents for cash advances, liquidations, and reimbursements in a timely manner for submission to and approval by the Project Manager and UNDP Peace Team Leader.
• Create requisitions in Quantum for the project implementation.
• Support efficient management of the project's administrative, logistical, and procurement system.
• Undertake administrative, finance, and procurement procedures, such as travel processing, liquidating cash advances, processing supplier payments, canvassing/collecting price quotations, and paying utilities.
• Ensure proper systematic filing and maintenance of office records, such as incoming and outgoing correspondences, calendar of activities, transportation requests, staff leave monitoring, requests for office supplies, reports, etc.
• Ensure timely and quality administrative and finance support to project activities.
• Coordinate as a focal point for administration, logistics, finance, and procurement issues, including meetings/workshops.
• Perform other administrative-related tasks as may be assigned by the Peacebuilding Project Manager/designated Project Manager of the joint programme.

Ensures efficient and practical support to procurement functions that contribute to the practical activity delivery and field missions focusing on the achievement of the following results

• Provide inputs to prepare procurement plans for the project.
• Undertaking the appropriate procurement processes by the relevant UNDP policies, rules and regulations, including, but not limited to, the following: 
  • Request for Procurements and regularly update Procurement Status.
  • Ensure compliance with standard procedures in using Long-Term Agreements (LTAs), whenever LTAs are utilized.
  • Coordinating with suppliers to deliver goods and preparing the documents for the beneficiary's receipt.
• Maintaining an accurate, and reliable electronic filing system;
• Assists and maintains project asset Inventory and preparation of the Assets transfer 
• Performs other logistics-related tasks that the Project Manager may assign.

Supports facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization of training for the operations/ projects staff on field office issues.
• Synthesis of lessons learn and best practices.
• Sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

• Events management (including retreats, trainings and meetings). Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
• Travel contract management. Knowledge of policy and procedures related to contract management, incl. oversight of the Long Term Agreement (LTA) with the Travel Management Services (TMS) provider; UN airline agreement management covering all major and rail providers; ability to negotiate airline discounts.
• Travel policy and procedures. Knowledge of travel policy and procedures; a circulars and financial regulations and rules on travel-related matters ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters.
• Documents and records management. Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Finance    

• Audit (General). Understands how regulations and professional standards in internal and external audit underpin audit work in the public services. Understands the key stages of audit work, including planning, documentation, testing and reporting.
  Ability to examine and verify accounts and records. Understands wider mechanisms for assurance and scrutiny. Understands the law and best practice relating to anti-bribery and corruption controls and the fraud risks faced by public bodies.

Business Management    

• Customer Satisfaction/Client Management. Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
  The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
• Operations Management. Ability to effectively plan, organise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organisation’s assets into the best results in the most efficient way. Knowledge of relevant concepts and mechanisms.

• Fluency in English and Filipino is required.
• Knowledge of language in BARMM an advantage.