Project Admin & Finance Associate

undp - Tbilisi, Georgia | 2025-01-27 22:10:29

Background

 
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.

UNDP Georgia together with the Office of the High Commissioner for Human Rights (OHCHR) implements a 40-month project “Human Rights for All” (HR4All) – Phase 3, which is a joint initiative of the European Union and the United Nations. Its overall objective - to ensure a better protection of human rights for all in Georgia, including those in vulnerable situation - complies with the international obligations of Georgia, deriving from the UN human rights treaties, EU-Georgia Association Agreement, as well as other documents forging Georgia’s path to EU integration, Sustainable Development Goals, United Nations Sustainable Development Cooperation Framework as well as with the national priorities. 

Along with management of the HR4All, UNDP implements a project “4th Funding Round of UNPRPD - Leave no one behind — from policy and principles to practice in disability inclusive development in Georgia” – Phase 2. Its overall objective - advance the rights of persons with disabilities in Georgia, in alignment with the Convention on the Rights of Persons with Disabilities – complies with the international obligations of Georgia along with the national priorities.

Eligible candidates are welcome to apply to join a team of dedicated development professionals whose primary role is to promote the realization of human rights for all in Georgia. As part of the UNDP team, under the daily supervision of the Project Manager, the Project Admin and Finance Associate will provide programme, administrative, logistical, financial and support services to the Spotlight Initiative team. The Project Admin and Finance Associate will work in close collaboration with the project staff and UNDP Operations team, as required in resolving administrative and finance related issues and information exchanges. The Project Admin andFinance Associate’s focus will be to identify and help resolve bottlenecks, clarify and interpret procedures, and escalate complex programme and administrative issues as needed.

3. Scope of Work 

The Project Admin and Finance Associate will be responsible for thefollowing key functions.

Key Functions:
  1. Project Planning, Management support, and Annual Work Plan (AWP) formulation;
  2. Project implementation in a timely and effective manner according to plans consistent with the Country Office Standard Operating Procedures(SOPs);
  3. Project is administeredaccording to the SOPs.
    • Prepare inputs for the formulation of AWPs;
a) Project planning, Management support and Annual Work Plan (AWP) formulation:
  • Provide inputs to detailed implementation plans;
  • Assist in the formulation of budgets;
  • Assist in the formulation of procurement and HR plans;
  • Assist in the revision of AWPs, periodic revisions of procurement/HR plans, ensuring that plans are updated in a timely mannerand in close coordination with UNDP Country Office (Programme, HR and Procurement Teams);
  • Assist in arranging logistics, preparing agenda in consultation with related stakeholdersfor organizing workshops as and when required;
  • Assist in minutes taking for program/project meetings and in drafting research reports as required.
b) Project implemented timely and effective manner according to plans and in consistency with Country Office SOP:
  • Initiate procurement actions for ICs, goods, worksand services and recruitment of positions according to HR and procurement plans. Prepare requestsfor recruitment and contracting in UNDP format and according to the Country Office SOPs;
  • Compile supporting documents for procurement and recruitments processes and ensure that supporting documents are complete and in line with theSOPs;
  • Create e-requisitions in ATLAS/QUANTUM to initiate procurement processes, ensure the accuracy of Chart of Accounts (COAs) of the e-requisitions, follow up with senior management forapprovals, and revise e-requisitions as necessary;
  • Promptly follow up with COunits on pending actions (Finance, procurement, recruitment, travel, transportation etc.);
  • Create e-requisitions for travel and prepare Tas,submit and follow up with UNDP CO Travel Unit in accordance with the SOPs;
  • Prepare payment requests and submit to Country Office. Ensure accuracy of COA of all payment requests;
  • Prepare receipts in ATLAS/QUANTUM;
  • ATLAS/QUANTUM profile as General User.
c) Project administered timely and efficiently according to UNDP procedures:
  • Arrange work plan of drivers and superviseimplementation. Ensure thatvehicle logs are properly maintained;
  • Oversee the orderly maintenance of project premises including furniture, space and equipment. Ensure that UNDP assets areproperly marked;
  • Monitor leave of local and international project personnel, maintain updated and correct records and online systems;
  • Notify Country Office Human Resources promptly on separation of project staff;
  • Monthly update the Current Assets sheet,implement the transfer of Assets in close coordination with the UNDP Country Office Administrative Services Unit;
  • Implement security arrangements in the project premises under supervision of UNDP Country Office Security Team;
  • Maintain project supplies and initiate procurement of supplies as necessary;
  • Facilitate the periodicasset, inventory and supplies physical count bythe Counting Teams;
  • Coordinate ICT support to project with the UNDP CO. Coordinatesupport with ICT helpdesk;
  • Maintain the filing system of the project.
d) Assist with any tasks as requested by the hiring manager 4. Institutional Arrangement

Under the overall guidance of the Project Manager, the Project Admin & Finance Associate will provide project support and quality assurance to ensure its successful implementation.

Competencies

Core

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 Development - KnowledgeGeneration- Ability to research and turn information into useful knowledge relevant for content, or responsive to a stated need

Business Management  - Working with Evidence and Data - Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

Administration and Operations - Travel policy and procedures   - Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel- related matter

Finance  - Accounting (General) - Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations

Finance - Budget Management - Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Finance - Financial Reporting and Analysis - Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring.

Understands the benefits of integrated reporting, including non- financial resources such as human, social and intellectual capital, and environmental and governance performance.

Finance - Management and cost accounting - Ability to produce periodic qualitative and quantitative performance reports to facilitate effective decision making and performance monitoring. Ability to use a range of costing techniques and analyse cost related data to provide quantitative information to the users of reports.
 

Required Skills and Experience
 
Education:

Min. Education requirements

  • Secondary education with specialize certificate in admin/finance
  • Bachelor’s degree or equivalent in Business Administration, Public Administration, Human Resources, Finance and related fields is desirable.
Experience:

Min. years of relevant work experience 

  • Minimum of 6 years with secondary education or 3 years with a bachelor’s degree of relevant working experience in programme development, Administration and Finance in private sector, and with national or international organizations;
  • Experience in project cycle management in the public or private sector or international organizations; 
  • Microsoft Office, Windows-based applications, integrated web-based management systems, spreadsheets and databases;
  • Experience in managing data, documents, correspondence and reports information and workflow.

Required skills  

  • Ability to make new and useful ideas of work
  • Ability to persuade others to follow
  • Ability to improve performance and satisfaction
  • Ability to listen, adapt, persuade, and transform
  • Ability to get things done while exercising good judgement
  • Ability to plan and prioritize work duties as well as work competently under pressure and tight deadlines.            

Desired skills in addition to the competencies covered in the Competencies section       

  • 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;
  • Identifies new and better approaches to work processes and incorporates same in own work;
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
  • Demonstrates good knowledge of information technology and applies it in work assignments;
  • Experience of managing budget and finance of complex projects, programmes, or initiatives is an asset;
  • Experience of working with UNDP in similar projects is an asset.

Required Language(s)    Excellent knowledge of English and Georgian, both spoken and written

 
Disclaimer

 

 
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.

 
Non-discrimination

 
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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