Admin and Finance Associate

Background
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.
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.

Overall objective of the project as a part of broader rural development effort is to enhance well-being of rural population by strengthening conditions for more inclusive and sustainable growth. It aims to contribute to the revival of rural areas, promotion of balanced and inclusive multisectoral development, in light of the structural transformations that are affecting economic and social fabric of rural communities in target 4 regions of Georgia (Kakheti, Imereti, Racha-Lechkhumi & Kvemo Svaneti and Guria) with sustainability of the approaches on policy and programme level interventions. The project corresponds to the specific objective of EU’s ENPARD IV call under “Component 2: Rural development” and corresponding expected results with three specific objectives contributing to the achievement of the overall objective:

Specific objective 1 is to improve rural development policy and governance system so that it can effectively develop and implement integrated rural development policies by:

Advancing institutional and technical capacities of MEPA and other competent national authorities.
Strengthening area-based and bottom-up approaches in Rural Development policy development and implementation.

Specific objective 2 is to enhance inclusive rural development by:

Addressing the needs of the population with migration background within the state programs.
Promoting new solutions for improving rural infrastructure.
Improving accessibility of public services for disadvantaged, remote and depopulated rural areas.
Empowering the rural woman.

Specific objective 3 is to improve environmental protection, sustainable use of natural resources and climate action by:

institutionalized under MEPA forest Engineers skills development programme; and
introducing Renewable Energy Community concept in Georgia.

Project will (a) contribute to a successful implementation of ENPARD IV financing agreement, (b) serve as complementary support to budget support component (SRPC), and (c) support the implementation of the Agriculture and Rural Development Strategy of Georgia 2021-2027. Furthermore, the project will contribute to the implementation of the EU-Georgia Association Agreement for the support to rural development, the harmonization of environmental legislation and enforcement mechanisms, and the improved management of natural resources. Also, the project can make important contribution to the work related to the recent EU membership application submitted by Georgia.
Duties and Responsibilities
Scope of Work
Summary of key functions:

Management of the project’s administration and finance, implementing activities by mobilizing goods and services, in accordance with UNDP rules and regulations and relevant national regulations where appropriate;
Support to programme operations (finance, asset management, administration, HR) in line with UNDP corporate rule, regulation and policies; Support partnership activities at project level;
Facilitation of knowledge building and knowledge sharing, guidance to all stakeholders on programme management and operational matters

Ensure effective administration of budgets and monitoring of expenditure focusing on the achievements of the following results:

Ensure compliance with the UNDP and government rules and procedures on accounting and finance related issues;
Assist in the preparation of annual project workplans and related sub-plans (finance, procurement plan, quarterly plans if required, and others as necessary);
Assist in the preparation of annual/semi-annual progress reports and terminal reports;
Continuously monitor expenditure and progress against the approved work-plans, provide delivery reports quarterly, bi-annually and annually, and propose necessary solutions/actions to Project Managers and Project Boards;
Maintain financial records to record and reconcile expenditures, balances, statements and other data;
Assist in procurement of goods, services and works, by preparing technical specifications, applying relevant methods of procurement, and compiling relevant documentations;
Assist in organizing workshops, trainings, advocacy events, and conferences by preparing budget estimations and logistics, including venue, equipment, meal, accommodation and other necessary arrangements;
Assist in making travel arrangements in line with UNDP travel policies;

Ensure effective finance, asset, procurement and HR management and focusing on the achievement of the following results:

Implement effective internal controls, undertake the duties assigned as per Atlas profile;
Monitors project financial exception reports for unusual activities, transactions and investigates anomalies;
Keep records of project personnel time sheets, calculation of payroll, social security and tax to the respective Government Authorities and UNDP Office for UNDP contracted personnel;
Maintain filing and archiving of project documents and submit the archived documents to the respective authorities on a timely basis;
Maintain property ledger, project personnel asset records and conduct inventory and asset checks as per requirements;
Monitoring of dashboards and exceptions, identification of remedial actions;
Assist in project audits;

Support partnerships activities at project level

Be familiar with the activities of other development projects in the sector/area, establish contact and keep up-to date with their work;
Create and maintain partnerships with local institutions, private sector in project target areas;

Ensures facilitation of knowledge building and knowledge sharing, guidance to all stakeholders on financial matters focusing on the achievement of the following results:

Regular exchange of information/experience with other projects, cross-learning and sharing results and good practices;
Capture lessons learnt during project implementation – a lessons learnt log can be used in this regard;
Participation in regular internal meetings,
Participation in training events, communities of practice, codifying and sharing knowledge;
Facilitation and organisation of training for project staff to enable them to perform at the required level

Institutional Arrangement

Under the direct supervision of the "Support to the Rural Development in Georgia (ENPARD IV)” project manager, the Admin and Finance Associate (AF Associate) shall provide administrative and finance support services to the project and other initiatives that may get implemented. The Admin and Finance Associate promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations.

The Admin and Finance Associate works in close collaboration with the UNDP Country Office (CO) programme and operations teams ensuring successful project performance and compliance.
Competencies
Core Competencies:

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 management - Results-based Management - Ability to manage programmes and projects with a focus at improved performance and demonstrable results

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

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

Business management - Digital Awareness and Literacy - Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed

Business management - Results-based Management - Ability to manage programmes and projects with a focus at improved performance and demonstrable results

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.
Required Skills and Experience
Education:

Min. Education requirements

• Completion of Secondary Education is required or

• Bachelor’s degree in Accounting, Finance, Business or Public Administration, Economics or related fields is a not a requirement, but will be given due consideration.
Experience:

Min. years of relevant work experience

A minimum 3 years (with BA degree) or a minimum 6 years (with secondary education) of relevant experience in accounting, finance, operations, administration or audit services at the national and/or international level

Required skills

• Strong organizational skills and attention to details;

• Ability to plan and prioritize work duties as well as work competently under pressure and tight deadlines.

• Computer proficiency in MS Office (Word, Excel, Power Point)

• Demonstrates commitment to UNDP’s mission, vision and values.

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

• Experience in working in international or similar organizations will be an asset;

• Experience of managing budget and finance of complex projects, programmes, or initiatives is an asset;

• Corporate Enterprise resource planning (ERP) working experience is an asset.

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