Admin & Finance Associate:
Under the guidance of Project Coordinator, the Administrative & Finance Associate provides support to project implementation performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative & Finance Associate promotes a client, quality and results-oriented approach.
The Administrative & Finance Associate works in close collaboration with Environment and Climate Change Unit, UNDP Programme and Operations teams, other project staff and other UN agencies staff to exchange information and ensure consistent service delivery complying with UNDP rules and donor’s requirements.
Initial Biennial Update Report (BUR1) Background:
The Biennial Update Report objective is to undertake national stocktaking and stakeholder consultations to review work carried out under previous climate change enabling activities and identify gaps and propose relevant activities to be undertaken within the framework of preparing the Initial Biennial Update Report (BUR1) under the UNFCCC.
In parallel and as continuation to SNC process, the Ministry of Climate Change has secured additional funding from UNEP for preparation on Pakistan’s First Biennial Update Report (BUR1), under UNFCCC. The BUR1 PCA has been signed between Government of Pakistan United National Environment Program (UNEP) for total funding of $ 352,000 (excluding co-financing of $ 50,000). The Project will be implemented in a period of 24 months (in addition to 4 months for stocktaking/preparation of ProDoc).
The BUR1 Project is expected to start by January, 2018. Since, BUR1 is extension to SNC process, it will be implemented in parallel. All the institutional arrangements established under SNC Project, including staffing would be retained by Ministry of Climate Change for the sake of continuity. It may be noted that one of the objectives of SNC project was to develop the capacities/institutional arrangements for the climate change reporting in Pakistan, which has successfully been established.
The project implementation plan for the BUR1 would outline the set of activities and outputs to be undertaken over two years which will lead to the preparation and submission of the aforementioned report. The consultations will be designed with a view to update the most recent submitted national communication in the following areas:
i. Information on national circumstances and institutional arrangements relevant to the preparation of the national communications on a continuous basis;
ii. The national inventory of anthropogenic emissions by sources and removal by sinks of all greenhouse gases (GHGs) not controlled by the Montreal Protocol, including a national inventory report;
iii. Information on mitigation actions and their effects, including associated methodologies and assumptions;
iv. Constraints and gaps, and related financial, technical and capacity needs, including a description of support needed and received;
v. Information on the level of support received to enable the preparation and submission of biennial update reports;
vi. Information on domestic measurement reporting and verification;
vii. Any other information that the non-Annex I Party considers relevant to the achievement of the objective of the Convention and suitable for inclusion in its biennial update report.
The second objective is to prepare the initial biennial update report of Pakistan under the UNFCCC, as per the approved project implementation plan for the BUR1
The third objective is to undertake National Stakeholders’ engagement and institutional arrangement for preparation of subsequent national communication and biennial update report. The self-assessment and stocktaking report may include an analysis of gaps identified in the work carried out in the previous climate change enabling activities, lessons learnt during the preparation of BUR1 including the proposed strategies for increasing synergies with the related programme; and proposed institutional arrangements for preparation of subsequent NC and BUR reports. This process will ensure that Country sustains the institutional capacities built in NC processes as well as ensure advance planning at national level for the subsequent reporting.
Functions / Key Results Expected
Summary of Key Functions:
Implementation of operational strategies
Provision of effective and efficient administrative support services
Support to Project Budgeting and Financial Reporting
Effective administrative and financial control in the office
Support to knowledge building and knowledge sharing
1. Ensures implementation of operational strategies, focusing on achievement of the following results:
Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
Support to the Project Coordinator managing the project activities and elaboration of the internal standard operating procedures (SOPs).
Preparation of administrative team results-oriented workplans.
Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with project management.
Collection, analysis and presentation of information for identification of areas for support and project formulation/ implementation.
2. Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:
Coordination and supervision of support staff.
Presentation of thoroughly researched information for planning of financial resources for administrative services.
Support NPD/Director General Climate Change & Environment; in activities related to BUR Project and other administrative support as required.
Liaise with the Project Coordinator and UNDP Programme Officer on a regular basis.
Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
Maintains project supplies and initiates procurement of supplies as necessary.
3. Provides support to arrange workshops, meeting and seminars focusing on achievement of the following results:
Provide substantial support to the project workshops and trainings and other related events.
Organize project stakeholder consultative and review meetings in line with project workplan.
Arrange most suitable venue for high profile national & international conferences, seminars and workshops that complement with broad requirements.
Prepare event budget, select and negotiate with venders, maintain quality and economy.
Handle all financial matters of the meetings, workshops and seminars organized under the project.
4. Ensures effective financial control of the project office, focusing on achievement of the following results:
Oversee the overall financial and administrative management of the project;
Preparation of project budget, revision of project component award and project status.
Determination of unutilized funds, operational and financial closure of a project component.
Presentation of information for audit. Coordination with implementing partners on administrative and financial issues and revision of financial reports submitted by partners.
Coordinate with project partner institutions and UNDP to prepare and process timely and accurate funds transfer.
Provide support to prepare annual and quarterly work plans and budgets in consultation with the NPM.
Coordinate with UNEP, prepare project cash advances requests and financial authorization.
Help prepare and implementation of approved work plan of BUR Project.
Ensure that there is a proper accountability of project funds; support in arranging project reviews, audits and evaluation
Keep schedule a breast of project activities and partner intuitions’ payments
Coordinate with UNDP to track payment/invoices/ and reconcile all expenditures of funds.
Prepare and share biannually financial reporting in line with the UNEP budget lines.
Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
Provision of researched information, reports for audit exercises.
5. Support knowledge building and knowledge sharing, focusing on achievement of the following results:
Organization of training for the operations/projects staff.
Sound contributions to knowledge networks and communities of practice.
Attend National and International trainings/workshops on capacity building relevant to project objective at large.
Impact of Results
The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.
• Demonstrates commitment to UNDP’s mission, vision and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Fundamental knowledge of processes, methods and procedures;
• 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;
• Demonstrates good knowledge of information technology and applies it in work assignments;
• Presentation of information on best practices in organizational change;
• Demonstrates ability to identify problems and proposes solutions
Core Competencies: Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision making.
Education: Secondary School Certificate. University degree in Business (MBA) or relevant field is desirable.
Experience: The Admin/Finance Associate will have at least Seven (7) years’ experience in supporting the implementation of UNDP / Government or Development sector implemented projects in Administration and Finance, preferably in environment/ climate change sector)
Language Requirements: • Fluency in English and in the local language of the duty station.
Please Note that Applications will now be accepted through Rozee.pk on jobs.un.org.pk
HEC attested degrees are a prerequisite for employment at UNDP. During the recruitment process candidates will be required to present HEC attested degrees.
Foreign Qualified Candidates: Foreign degree holders shall be required to(i) Present a verification/certification letter from the university verifying the degree & student enrollment,or (ii) Foreign degree Equivalence Letter from HEC.
UNDP provides Equal Opportunity for all equally qualified male & female including the physically challenged candidates, female candidates are particularly encouraged to apply (local and internal VA)
United Nations Development Programme (UNDP) does not charge fee at any stage of the recruitment.