Admin & Finance Associate (1 position) Level: SB 3 Peg 3 ( For Nepalese Nationals Only)

Background

The United Nations Office on Drugs and Crime is the main UN agency in the fight against illicit drugs, crime, corruption and terrorism in line with the UN Conventions and Universal Instruments. The UNODC Regional Office for South Asia (UNODC ROSA) is located in New Delhi (India) and covers six countries of the region: Bangladesh, Bhutan, India, Maldives, Nepal and Sri Lanka. Under its new Regional Programme for South Asia for the period 2024-2028, UNODC is delivering technical assistance to South Asia under the following five sub-programmes: (1) addressing and countering the drug problem (2) preventing and countering transnational organized crime; (3) preventing and countering corruption and economic crime; (4) preventing and countering terrorism; (5) criminal justice and crime prevention.

To support the implementation of the GLO.ACT Project (Global Action to Prevent and Address Trafficking in Persons and the Smuggling of Migrants – GLO.ACT South Asia) implemented through UNODC’s Action against Human Trafficking and Migrant Smuggling (GLOTS3), the UNODC Regional Office for South Asia seeks to hire the services of an Admin & Finance Associate in Kathmandu, Nepal.

This incumbent will work under the direct supervision of the National Programme Coordinator in Nepal, in close consultation with the National Programme Officer (Finance and Operations), and overall guidance of the Regional Representative/Deputy Representative, UNODC Regional Office for South Asia, located at the UNODC ROSA in New Delhi, India and with the guidance of the GLO.ACT Management Team in UNODC Headquarters in Vienna.

Duties and Responsibilities

The Admin. & Finance Associate will assist in the implementation of the GLO.ACT project "Global action to prevent and address trafficking in persons and the smuggling of migrants-South Asia" and its workplan for Nepal.

Summary of key functions for the Admin and Finance Associate are:

GENERAL ADMINISTRATION

• Organize & coordinate administrative arrangements for workshops, conferences, trainings and other events.
• Monitor accounts and payment to vendors and individual contractors for goods and services.
• Prepare, process and follow-up on administrative arrangements related to official travel. Ensure full compliance of UN rules and regulations, policies and strategies on travel management and ensure that vehicles are used in accordance with UN rules and regulations and that vehicle usage date is correctly recorded.
• Maintain project records, documents and correspondence.
• Maintain inventory including equipment, vehicles and assets of the Project for proper functioning.
• Draft routine correspondence and documents.
• Assist Project Management in quality and on time procurement of project goods/services.
• Support preparation of short-term contracts (including individual consultancy contracts) in accordance with UNDP requirements and procedures, exercising control over observation of contract terms and periods; Process Shopping Carts.
• Collect, register and maintain all relevant information on programme activities, draft correspondence and ensure follow-up.
• Process other procurement related requests.
• Act as a Low Value Acquisitioner.
• Create travel requests in Umoja.
• Assist the GLO.ACT- National Programme Coordinator in keeping close contacts with the national partners, programme partners, UNDP and other organizations by means of direct contacts, collection of information.
• Other duties as required.

FINANCE

• Assess the budget heads and ensure its expenditure is as per the approved annual/quarterly work plans; maintain expenditure statement and support in budget processes.
• Oversee and process payment requests, record and reconcile them against yearly project funding request for all activities under the project.
• Prepare and review budget proposals for project documents/revisions, especially costed work-plans / budgets, for completeness and compliance with relevant rules and procedures.
• Follow up on the activities and monitor advance balances of resource disbursed, verify availability of funds for programme activities and recommend for changes in budget line if needed.
• Assist Project Management in settlements of DSA and other claims of staff and other service providers as per UNODC rules.
• Monitor status of expenditures and allotments, record variations and update budget tables.
• Prepare requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
• Prepare financial advance requests to be submitted to Donors/UN agencies on quarterly basis and maintain bank reconciliation, financial transaction and certification of expenditure reports.
• Oversee and ensure efficient project procurement i.e. technical bids, financial bids, proposals and contracts following the UNODC procurement Guidelines.
• Draw up specifications for the procurement of equipment required and ensure proper operation, maintenance and appropriate distribution of such equipment.
• Any other task as and when assigned

Impact of Results

Smooth financial and administrative operation of GLO.ACT South Asia will result in functional impact on the overall success of the project and its achievement of targets and improve project accountability and efficiency in financial and administrative arrangements of the project.

Competencies

• Professionalism - Good knowledge and command of planning, programming budgeting, financial management and other relevant administrative policies. Demonstrated ability to provide effective specialized advice in a broad range of development assistance issues.
• Communication - Speaks and writes clearly and effectively; exhibits interest in having two-way communication; demonstrates openness in sharing information and keeping people informed.
• Teamwork - Proven interpersonal skills and the ability to work in a multicultural, multi-ethnic environment with sensitivity and respect for diversity. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Planning and organizing - Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; uses time efficiently.
• Accountability - Takes ownership of all responsibility and honour commitments; delivers outputs in line with agreed schedules, budgets and quality standards in line with prevailing rules, regulations and procedures.
• Commitment to continuous learning – Keeps abreast of new developments in own occupation/profession. Actively seeks to develop oneself professionally and personally. Shows willingness to learn from others.

Required Skills and Experience

Education:

• A Bachelor’s degree in commerce, accounting or related field.

Experience:

• A minimum of 5 years of practical experience in administrative & financial management, and procurement in national and/or international development organizations.
• Work experience with UN and knowledge of UN policies, guidelines and procedures would be an asset.
• Experience in financial analysis and budget monitoring is required
• Experience with an SAP Enterprise Resource Planning System (ERP) is required
• Experience in working with donor funded programmes/ projects is desirable
• Experience working with Umoja desirable.
• Proficiency with Microsoft Word, Excel, PowerPoint, Access, SAP and other relevant management software required.

Language:

• Excellent communication skills, both verbal and written, in English and Nepalese.