Project Admin & Finance Analyst

UNDP Pakistan works with the Government and communities to develop and implement local solutions to development challenges. In an evolving development context, UNDP supports the efforts of the Government of Pakistan to build a more equitable, prosperous, peaceful and resilient society, and to achieve its SDGs and COP 25 targets.
RECCU is supporting projects across the country to respond to the growing threat of climate change, to mainstream environmental concerns into national development planning processes, and to expand access to environmental and energy services for the poor. In particular, UNDP has sought to ensure that the poor have stronger capacities to manage, adapt, and monitor climate change. Climate Change is a huge development challenge as well as a huge environmental challenge. It is a growing problem and is now hitting the poorest and the most vulnerable first and hardest.
The Admin and Finance Officer will be responsible for the administration and financial management of PASBET and W4D project activities throughout the implementation and closure. The Admin and Finance Officer will work closely with the Technical Specialist (W4D) and National Project Coordinator (PASBET) supporting the administration and financial support systems (quantum), and plans in line with UNDP Programme and Operations Policies and Procedures (POPP) for CO programmes. 
 

• Full compliance with UN/UNDP rules, regulations, and policies of financial processes, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, and proper functioning of a client-oriented financial resources management system.
• Provision support for the planning of financial resources of the project, such as preparation of reports containing analysis of the financial situation; preparation and monitoring of budgets; regular analysis and reporting on the budget approvals and the delivery situation.
• Business processes mapping and elaboration of the content of project Standard Operating Procedures in Administration and Finance, in line with corporate rules and regulations and consultation with direct supervisor and office management. Elaboration of proposals and implementation of cost-saving and reduction strategies in consultation with project management.
• Coordinate and act as a focal point for issues relating to finance and administration.
   

Ensures effective and efficient provision of administrative and financial support services, focusing on the achievement of the following results:

• Provide effective administrative support to the implementation of the project
• Ensure maintenance of the project records and filing systems and safekeeping of confidential materials;
• Ensure timely and quality administrative and logistical support to project activities
• Ensure provision of logistical services such as the arrangement of meetings workshops and other project-related events, as well as day-to-day transportation and mission travel requirements; and, 
• Undertake any additional tasks as assigned by the Project Manager.
• Coordination and supervision on the project's behalf, events management, administrative needs, space management, etc. 
• Presentation of thoroughly researched information for planning financial resources for administrative services
• Support with matters related to coordination with CO, follow-up with MSU, procurement and finance unit for the project and other administrative matters.
• Certify expenditures for approval of payments and monitor/control budget expenditures and approved allotments.

Ensures effective administrative and financial control including cash management functioning in the project, focusing on the achievement of the following results:

• Implementation of the control mechanisms for financial and administrative services, and maintaining records of financial and 
• Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in Quantum; analysis of results and initiation of corrective actions when necessary.
• Ensuring that advance payments and direct payments for the project are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the Quantum on a timely basis.
• Proper inventory control; supervision of proper issuance and payment of inventory items and supplies.
• Review of travel authorizations, documentation, payments
• Provision of researched information, reports for audit exercises.
• Ensure oversight over all administrative and financial management matters in the project
• Develop quarterly and annual budget plans; maintain financial records and monitoring systems to record and reconcile expenditures, balances, payments and other data for day-to-day transaction and reports;

Advise and assist project staff, experts and consultants on all respects of allowances, salary advances, travel claims and other financial and administrative matters, and calculate and authorize payments due for claims and services;

• Provide organizational and administrative support in implementation of project activities including organization of roundtables, workshops, trainings, working meetings and other events;
• Prepare detailed cost estimates and participate in budget analysis and projections as required to handle all financial operations of the project office, make cash payments and reconcile all accounts in required time frame;
• Maintain, update and transmit inventory records of non-expendable equipment in accordance with UNDP rules;
• Perform cash custodian’s duties being primarily responsible for project’s cash disbursements and maintain project’s petty cash book and payrolls
• Timely review of cash position to ensure sufficient funds on hand for disbursements.
• Timely identification and recording of receipts for income application.
• Ensuring that cost-sharing contributions are properly transferred to UNDP on a timely basis.
• Review of zero-balance account bank statements in Quantum to monitor Imprest level; identification and recording of contributions if required.
• Ensuring timely and accurate bank reconciliation, including documented review of exceptions.
• Analyze the potential problems concerning administrative-financial issues and take respective measures to provide adequate project’s resources on time for implementation of the project activities
• Submission of financial reports to donors on a timely and quality basis.
• Ensuring that advance payments and direct payments for the project are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the Quantum on a timely basis.
• Follow-up with partners on contributions, and receipt creation in Quantum and Certification of reimbursement of expense claims.

Ensures office management and support to events and logistical arrangements:

• Manage the day-to-day operations of the office, including the provision of assistance in the implementation of office, personnel and logistics management systems; 
• Equipment/vehicle utilization and other administrative records; 
• Ensure the proper maintenance of office premises, equipment, furniture and vehicles and monitor the condition and use of said resources in accordance with established guidelines; 
• Review of travel authorizations, documentation, and payments.
• Administer travel and logistical arrangements for the staff and consultants; arrange itineraries, visas, security clearances, and accommodation; and prepare appropriate requisitions.
• Draft logistical notes, arrange the logistics, including visa, and liaise with event participants, and certification of travel claims.

Ensuring that requests for travel are in accordance with UNDP guidelines, following up and finalizing travel arrangements of the project team and activity participants;
Support in developing administrative project material including 

• Event notification forms and checklists; calendars of events and activity schedules; lists of invitees and participants; 
• Assists in monitoring the work progress of project consultants to ensure adherence to the timelines stipulated under the applicable terms of reference and requests for quotations/proposals;
• Support the project events/activities including preparatory communications with stakeholders; 
• Dissemination of invitations; coordination with event resource persons; pre-event communication with invitees; provision of on-site logistical support; and post-event communication with participants; 
• Support liquidations of cash advances and review of related documents;
• Coordinate with hired vehicles for project activities in terms of itineraries and other arrangements
  Ensures facilitation of knowledge building and knowledge sharing focusing on the achievement of the following results:
• Organization/conduct of training for the project staff on financial management;
• Synthesis of lessons learnt and best practices in finance and administration;
• Sound contributions to knowledge networks and communities of practice; and,
• Provide accurate, prompt and appropriate information and reports to the Project Manager on administrative matters of the project.
   

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

• 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    

• System Thinking. Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact other parts of the system

Business Management    

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

Finance    

• Financial risk management    Ensures financial resilience through proactive assessment of risk, implementation of controls and taking mitigating action. Understands risk and reward in relation to collaborative and commercial projects. Ensures a culture of positive risk management".
• Anti-fraud and anti- bribery and corruption. Anti-bribery and corruption: Understand the policy and best practice relating to anti-bribery and corruption controls and ensures these are implemented and widely understood within the organization. Anti-fraud: Understands the fraud risks faced by public bodies and is able to effectively analyse data to support fraud identification and fraud risk management; understands the fraud risks faced by public bodies and is able to conduct fraud risk assessment and response plan.

Audit & Investigation    

• Financial and Managerial Accounting and Finance key concepts. Key concepts and principles of financial accounting, interpret financial analysis, managerial accounting, etc.

External Relations & Advocacy    

• Event planning and execution. Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP's overall brand and mandate.