Administrative and Finance Associate Vacancy-Job Ref: ACYEUNDP/1301/202402

Administrative and Finance Associate Vacancy-Job Ref: ACYEUNDP/1301/202402
Aden (Yemen)
JOB DESCRIPTION
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.
Water resources management is a pressing issue in Yemen due to its arid climate and limited water availability. Yemen faces significant challenges in this regard, including limited agricultural productivity, high levels of malnutrition, and vulnerability to natural disasters.

With BMZ funding through the German Development Bank (KFW), UNDP Yemen and KfW have established a partnership focused on enhancing water resources management and food security in the country. These collaboration aims to address the critical challenges faced by Yemen in these areas and contribute to sustainable development. In addition, KFW and UNDP Yemen acknowledge the importance of addressing food security concerns in the country. To tackle these issues, the KFW-UNDP partnership focuses on promoting sustainable agricultural practices, supporting small-scale farmers, and strengthening local food systems. By enhancing agricultural productivity and ensuring access to nutritious food, these initiatives contribute to reducing hunger and poverty in Yemen.

Recognizing the urgent need to address these challenges, KfW and UNDP have joined forces to implement an integrated water resources management project that aims to enhance the resilience of agriculture and food security in Yemen. The project (Integrated Water Resources Management to Enhance Resilience of Agriculture (ERA) and Food Security) includes the construction and rehabilitation of water infrastructure to increase agricultural production, promoting access to markets, and empowering women in agriculture value chain in Yemen.

The overall objective of the project to enhance the livelihood resilience of poor Yemenis who depend on primary water sources for productive uses. This objective of this 3 year-project will be achieved by investing in new water harvesting infrastructure aimed to augment existing supplies to efficiently capture surface water as well as sustainable groundwater such as small to medium surface and subsurface dams, dykes, weirs, etc. The objective will also be achieved by rehabilitating existing damaged or unmaintained infrastructure which could include community cisterns, shallow wells, canals, soil erosion control measures, bank protection, low-tech agricultural infrastructure, flood protection structures (gabions, terraces, and embankments).

UNDP Yemen seeks to hire an Admin and Finance Associate to support the implementation of the project described above.

Duties and Responsibilities
Under the direct supervision of the Project Manager, the Admin & Finance Associate will provide support and services ensuring high quality, accuracy, and consistency of work. He/She will work in close collaboration with the project staff, operations, and programme as required to exchange information and support project delivery. She/he will provide administrative, financial, and programmatic support as guided by the Project National Coordinator and the Project Manager.
Summary of Key Functions:

Financial Management and Implementation of Operational Strategies.
Provide administrative, travel and logistical support.
Ensure facilitation of knowledge building and knowledge.
Gender Equality and Women’s Empowerment.
Financial Management and Implementation of Operational Strategies:
Ensure full compliance with UN/UNDP rules, regulations, and policies of financial activities, 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.
Support the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
Ensure control of the supporting documents for payments, prepare documents for vendors in Quantum; assistance in managing the project management and payments.
Maintain the internal expenditure control system, which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Quantum and that travel claims and other entitlements are duly processed.
Take timely corrective actions on un-posted vouchers, including vouchers with budget check errors.
Oversee the overall financial management of the project.
Maintain a complete set of books of account according to the principle of accounting and update it daily. Ensure the accuracy of supporting documents.
Monitor budget implementation and determine/recommend reallocation of funds when and where necessary.
Follow up on activities and monitor advances balances and verify availability of funds for project activities.
Verify the accuracy of Combined Delivery Reports.
Prepare monthly shadow budget for tracking the delivery of the project.
Serve as audit focal person. Manage annual audit exercise, prepare necessary documents, prepare audit follow-up action plans, and ensure that the action plan is implemented.
Prepare timely and accurate Quarterly Expenditure Reports to be attached to Progress Reports.
Provide support in preparing annual and quarterly work plans and budgets in consultation with the Project Manager.
Enter accurately the Annual Work Plan (AWP) and subsequent budget revisions along with Multi-Year Budgets in Quantum for endorsement by the Country Office.
Prepare and modify budgets for the project.
Support in implementing of harmonized approach to cash transfer (HACT) with Responsible Parties to implement project activities.
Analyze budget and expenditure and suggest measures to improve delivery, as required.
Undertake physical verification of all assets and update records.
Assist in undertaking all tasks related to ensure proper documentation for timely audit of the project.
Maintain accurate financial and personnel records of the project as required by the project.
Manage all correspondence related to finance-related matters.
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Provide administrative, travel and logistical support:
Maintain files related to personnel, finance, procurement, administrative, logistical, project matters.
Manage procurement processes, including but not limited to drawing up specifications for the equipment as per project requirements; maintain and update an inventory and ensure proper operation, maintenance.
Provide administrative support to organization of conferences, workshops, and trainings.
Arrange travel and hotel reservations, preparation of travel authorizations.
Prepare and handle the routine correspondence related to general administration, procurement, security and personnel matters, faxes, memoranda and reports in accordance with UNDP rules and procedures.
Management of project documentation.
Collect and review financial reports and any supporting documents submitted by responsible parties of the UNDP component.
Manage document/ filing control procedures (both hard copy and electronic filing) for all reports, project narrative and financial documents, knowledge products.
Compile, copy and file all project reports.
Perform other duties related to personnel, administrative and financial issues of project as required.
Ensure facilitation of knowledge building and knowledge:
Participate in the organization of training for the office staff on programme/operations related issues.
Provide sound contributions to knowledge networks and communities of practice
Gender Equality and Women’s Empowerment:
Support gender mainstreaming in the implementation of admin and finance policies and regulations.
Support the institutional and technical capacity of the project team and stakeholders on gender responsive operations.
Ensure coordination with the gender officer/focal points to dedicate and keep track of the required gender expenditures to the unit.
The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that:
Human rights and gender equality is prioritized as an ethical principle within all actions.
Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”.
Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, and gender are respected within all implementations including data production.
Differentiated needs of women and men are considered.
Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.
Institutional Arrangement

The Admin & Finance Associate will be based in UNDP’s sub-office in Aden.

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
Thematic Area Name Definition
Business Management Project Management Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
Business Management Risk Management Ability to identify and organize action around mitigating and proactively managing risks.
Business Management
Communication

Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
Technical Competencies:

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

Anti-fraud and anti-bribery and corruption

Anti-bribery and corruption:

Understands 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.
Finance

Audit risk management

Ability to address audit issues raised in the course of an audit and propose solutions in order to ensure a true and fair audit opinion is achieved.

Required Skills and Experience

Education requirements
Secondary education is required.
A university degree in accounting, finance, Business or Public Administration or related field will be given due consideration, but it is not a requirement.
Fully Qualified Accountant, from an internationally accredited institute of accountancy or Full Completion of the UNDP Finance Training and Certification Programme (FTCP). No UNDP Accountancy and Finance Test (AFT) is required.
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. However, no UNDP Accountancy and Finance Test (AFT) is required.
Candidate with no professional accountancy qualifications but with relevant experience must successfully undertake UNDP Accountancy and Finance Test (AFT) before shortlisting and must complete the UNDP
Finance Training and Certification Programme (FTCP), if recruited
Min. years of relevant work experience
Minimum of [7] years with high school certificate or [4] years with bachelor’s degree of relevant experience in the field of finance and administration is required
Knowledge of IPSAS and/or IFRS is required.
Required Skills

Experience and Ability to use information and communication technology (ICT) as a tool and resource is required.
Experience in the use of (Resource Management Systems) such as Quantum is an asset.
Experience in the use of computers and office software packages (MS Word, Excel) is required.
knowledge of spreadsheet and database packages; experience in handling web-based management systems is an asset.
Desired skills in addition to the competencies covered in the Competencies section
Knowledge of UNDP programme management and financial procedures and policies.
Knowledge and working experience with UNDP, the United Nations system, and INGOs particularly with emergency and recovery programme.
Required Language(s)
Fluency in both written and spoken English and Arabic required.

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