Overview
The Finance and Administrative Associate will ensure efficient operations with a focus on financial management and programme delivery, providing administrative support and facilitating smooth programme implementation.
Key Responsibilities
- Support financial management and procurement of projects/programme.
- Draft projects' annual work plans, progress reports, and final reports with financial data.
- Track and control program/project expenditures/disbursement rate against commitments.
- Support project management in the Quantum system.
- Process payments and provide timely financial reports.
- Review project financial reports and maintain the internal expenditures control system.
- Arrange procurement of equipment, supplies, and services.
- Provide support to the recruitment of consultants and contract management processes.
- Organize technical workshops, training activities, consultations, travel arrangements and procurement of goods and services.
- Assist in recruitment processes of the unit.
- Ensure compliance with financial procedures and frameworks.
- Support the implementation and monitoring of funding agreements.
- Provide guidance on policies and procedures to implementing partners.
- Update on changes in financial policies, rules and procedures.
- Provide advises, guidance and on-the-spot coaching to NIM project personnel.
- Support quality assurance (HACT, M&E).
- Support project mid-term reviews and final evaluation.
- Support resource mobilization efforts.
- Contribute to the planning and project formulation process.
- Analyze track mobilized resources and prepare financial reports.
- Review of contributions agreement and follow-up of contributions.
- Maintain donor reporting system.
- Provide administrative and logistical support to the management of programmes/projects.
- Liaise closely with Finance Unit and Programme Support Unit.
- Support Unit Head in planning and managing the direct project costing (DPC).
- Prepare information for the audit of programmes/ projects and support implementation of audit recommendations.
- Support to arranging appointments, organizing meetings/workshops, and staff travel/mission.
- Provide administrative and logistical support on travel requests, travel claim and clearing the dashboard.
- Serve as the focal point for financial, administrative, operation or substantive matters.
- Maintaining, physically verifying and certifying assets and inventory.
- Support to the communications and knowledge sharing within the Programme and CO.
- Draft meeting minutes and letters as required.
- Translate and interpret basic documents from Lao into English and vice-versa.
- Maintain programme/project files and documents in SharePoint.
- Identify sources, gather and compile financial data and information.
- Updates and maintains the counterpart and partner contact lists.
- Perform other duties within their functional profile as deemed necessary.
Required Experience
A minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of relevant progressively responsible accounting or/and finance or programme/ project experience is required at the national and/or international level. Experience in supporting programme/ project team. Experience in working in a computer environment using multiple office software packages. Experience using computers and office software packages. Experience in project management assistance by supporting administrative, operational and logistical processes. Experience in support financial, procurement and human resources processes. Desired skills: Experience in the use of a modern web-based ERP System, preferably Oracle Cloud. Proven ability to review and edit documents and ability to produce meeting reports with key action. Experience in supporting resource mobilization. Experience in supporting financial management of projects. Experience in handling of web-based management systems.
Qualifications
University degree in Finance or Accounting desirable. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage. Candidates should hold a degree in Business Management; a major in Accountancy is preferred. Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete UNDP Finance Training and Certification Programme (FTCP), if recruited.
