INANCE & ADMINISTRATIVE ASSISTANT - UNDP GCF READINESS PROGRAMME Location : Suva, FIJI, Closing date: Tuesday, 24 February 2015

Closing date: Tuesday, 24 February 2015

FINANCE & ADMINISTRATIVE ASSISTANT - UNDP GCF READINESS PROGRAMME

Location : Suva, FIJI

Application Deadline : 24-Feb-15

Type of Contract : FTA Local

Post Level : GS-5

Languages Required : English

Starting Date : (date when the selected candidate is expected to start)

16-Mar-2015

Duration of Initial Contract : 1 year

Background

Under the guidance and direct supervision of UNDP Green Climate Fund (GCF) National Coordinator/Environment Team Leader, the Finance/Administration Assistant will coordinate the smooth administrative and financial management of the Green Climate Fund Programme. The Finance/Administration Assistant will ensure that the maintenance of the project financial systems is in accordance with the finance policies and procedures. S/he will ensure the timely provision of accurate financial reports to the GCF National Coordinator/Team Leader.

Duties and Responsibilities

Administration:

• Provide secretariat, administrative, logistics support to activities, seminars, meetings, conferences and regular activities of the office including the preparation of meeting summary reports;
• Ensure the smooth running of the office through sound administration and maintenance of a dual physical and electronic 'filing system' of rules, regulations, administrative instructions, correspondences, publications and other related documentation, and manage a comprehensive contacts database that supports all correspondence;
• Develop efficient administrative procedures to facilitate effective coordination of GCF activities in Fiji;
• Prepare, process and follow-up on administrative arrangements and forms related to the official travel of staff, national representatives, consultants and others; including travel plans, e-travel requests and security clearances;
• Manage and support the office's electronic and physical communication;
• Draft routine correspondence and perform other related administrative duties, as required;
• Assist the preparation and compilation of progress and terminal reports for submission to donors and disseminate these reports and other information on GCF activities in Fiji.

Finance and Payment:

• Maintain accurate financial and personnel records of the programme as required by GoF, UNDP, UNEP and WRI;
• Assist with the preparation of budgets for the operation programme activities;
• Monitor budgets and continuously maintain up-to-date financial records for the account of the GCF Programme, of allotments and expenditures under each budget line, prepare regular financial reports, including annual reports. Take lead to undertake all tasks related to the audit;
• Prepare purchase order and service requests ensuring correct objects of expenditure and availability of funds;
• Inspect goods and services provided by selected vendors and ensure payment of bills for one-off and recurrent expenses.

Competencies

Professionalism:

• Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc.;
• Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations.

Communication:

• Speaks and writes clearly and effectively;
• Correctly interprets messages and responds appropriately;
• Shares information and keeping people informed.

Teamwork:

• Good interpersonal skills, ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
• Solicits inputs valuing others' ideas and expertise;
• Willing to learn from others;
• Supports colleagues, contributes to the learning of colleagues and provides oversight.

Planning& Organizing:

• Demonstrated effective organizational skills and ability to handle work in efficient and timely manner.

Technological Awareness:

• Fully proficiently in Word, Excel, PowerPoint, and Access;
• Knowledge of ATLAS;
• Keeps abreast of available technology; seeks to apply technology to appropriate tasks.

Required Skills and Experience

Education:

• Successful completion of Secondary Education; Certification in administration is desirable.

Experience:

• 5 years of relevant experience in administrative or programme support service is required at the national or international level;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems;
• Experience and knowledge in technical cooperation programme implementation

Language:

• Fluent in spoken and written English.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.