About the position

• Location: Phnom Penh
• Deadline: 13-September-21 (Midnight New York, USA)
• Language Requirement: Excellent written and spoken English and Khmer required
• Contract type: Service Contract
“Qualified female candidates and persons with disabilities are strongly encouraged to apply.”
This is a local position which opens to only Cambodian nationals.

Project Description

The United Nations Development Programme (UNDP) is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. UNDP Cambodia Country Office works in partnership with the Royal Government of Cambodia (RGC), non-government organizations, civil society organizations, community-based organizations, multilateral aid agencies, bilateral donors and private sector to support the progress towards the Cambodia Sustainable Development Goals (SDGs) and priorities set in the National Strategic Development Plan 2019-2023. To support the implementation of the UNDP country programme 2019-2023, the Policy and Innovation Unit (PIU) plays an important role within UNDP country office to deliver high level policy and technical advisory support to the government, demonstrate innovative pilot initiatives and mobilize partnership and resources for achieving the CSDGs. PIU is expected to deliver these responses in three main areas of work that are aligned to the UNDP Country Programme Document 2019-23:

1. Prosperity – maximizing inclusive and sustainable growth;
2. Planet – preservation of the national environmental endowment and combating climate change; and
3. Peace – improving the efficiency of governance by enhancing accountability.

Under the direct supervision of the Head of Policy and Innovation Unit, the Project Finance and Administrative Assistant works closely with Programme and Operations Associate to provide effective and efficient administrative and financial management supports to various projects/ initiatives in the Policy and Innovation Unit.

Duties and Responsibilities

Summary of key functions:

• Provide financial management support for the effective implementation of the programmes/ projects under PIU
• Provide administrative and logistic support to projects planning and implementation
• Support to knowledge building and knowledge sharing

Detail of key functions:

1. Provide financial management support for the effective implementation of the programmes/ projects under PIU:

• Liaise closely with the UNDP Programme and Operations Associate and technical leads to ensure the effectiveness of financial management of projects in accordance with UNDP rules and regulations;
• Provide support to the projects to ensure that all projects 1) administrative and financial management, 2) recruitment and procurement processes, and 3) disbursement and payment requests meet UNDP standards and are in compliance with UNDP’s procedure/guidelines, rules, and regulations (including processes under UNDP web-based management system and ATLAS);
• Prepare, maintain and revise as necessary financial records for projects;
• Ensure timely payments of project-related commitments, including commitments related to the staff and service contracts and ensure that payment supporting document contains accurate and sufficient information, i.e. invoice/ receipt date, payee and vendor signature, and clear description on purpose of payment, etc.;
• In close coordination with UNDP Programme and Operations Associate and finance unit, manage the administration of all project staff travel and Daily Subsistence Allowance (DSA) payments, as well as other entitlements and claims;
• Advise and assist staff, experts and consultants on all aspects of allowance, salary, advances, travel claims and other financial matters;
• Assist in concluding financing agreements with donors and work closely with relevant UNDP staff to ensure appropriate recording of contributions;
• Monitor donor contributions and project resources and work closely with relevant staff to ensure appropriate planning and reporting;
• Monitor all sub-grantees on their financial progress reports and provide advices to them to effectively delivery the fund upon the legal documents or agreement;
• Foresee and identify potential risks both financial and operational risks, and inform relevant colleagues to ensure that they are addressed in a timely manner;
• Contribute to the preparation of budget work-plan (multi-year, annual and quarterly work-plan, budget revision, and costing of specific activity such as workshops) and to the drafting of report, especially the financial report section;
• Prepare and update proper project relevant documentation and records and ensure that the documents are prepared and ready for audit and spot check;
• Provide support to UNDP in the implementation of audit and spot check recommendations;
• Provide support in preparing quarterly and annual financial reports.

2. Provide administrative and logistic support to projects planning and implementation:

• Assist the projects with high-level administrative support in planning, implementation, and monitoring;
• Assist the projects in staff-related administration, including the processing of recruitment processes, processing appointment and contract extensions and upkeep of staff records;
• Arrange appointment schedules and travels, organize meetings/workshops and draft correspondence, minutes, etc.;
• Ensure maintenance and upkeep of project assets;
• Control and safeguard all project assets/liabilities; maintain project inventory and reporting including periodic physical counts, inventory tags, and updates; maintain loan agreement of all equipment/vehicles on an annual basis;
• Prepare and ensure updated procurement plan and assist in procurement process of related inputs for project activities;
• Establish and maintain the electronic (including UNDP web-based management system and ATLAS) and physical filing system for project documentation and communication;
• Support preparation of project board meetings;
• Support to project formulation process;
• Assist in interpretation and translation where needed.

3. Support to knowledge building and knowledge sharing:

• Support to project teams in the implementation of various aspects of the projects including publication, events, workshops, and conferences;
• Participate in the training for the operations/projects staff on programme;
• Contribute to knowledge networks and communities of practice to streamline effective business practices;
• Share knowledge to and coach the counterpart staff on financial management and other best practices of project implementation;
• Provide guidance to the relevant counterpart staff in the preparation and review of the budget, financial reports, supporting documents;
• Provide information and guidance to the counterpart staff as required on UNDP procedures related to finance, procurement, asset, and HR and advise on processes to follow.

Institutional Arrangement

The Project Finance and Administrative Assistant will perform the function under direct supervision of the of Head of Policy and Innovation Unit, and work closely with Programme and Operations Associate and other team in the Policy and Innovation Unit.

Competencies

• Demonstrating / Safeguarding Ethics and Integrity
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating teamwork
• 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
• Informed and transparent decision making

Advocacy/Advancing Policy-Oriented Agenda: Support the preparation of information for advocacy

• Identifies relevant information for advocacy for a variety of audiences
• Makes research of contacts in the media, government, private sector, donors, other agencies, civil society in other stakeholders for UNDP’s advocacy efforts
• Supports in identifying opportunities for advocating UNDP’s mandate

Results-based Programme Development and Management: Contributing to results through provision of information

• Provides information for linkages across programme activities to help identify critical points of integration
• Provides information and documentation on specific stages of projects/programme implementation
• Provides background information to identify opportunities for project development and helps drafting proposals
• Participates in the formulation of project proposals
• Provides information for linkages across programme activities to help identify critical points of integration
• Provides information and documentation on specific stages of projects/programme implementation
• Provides background information to identify opportunities for project development and helps drafting proposals
• Participates in the formulation of project proposals

Building Strategic Partnerships: Maintaining information and databases

• Analyses general information and selects materials in support of partnership building initiatives
• Maintains databases of donor information
• Tracks and reports on mobilized resources

Innovation and Marketing new Approaches: Implementing processes and uses products

• Documents and tracks innovative strategies/best practices/new approaches
• Tracks bottlenecks, problems and issues, and proposes solutions
• Responds positively to new approaches

Resource Mobilization: Providing information for resource mobilization strategies

• Maintains information/databases on potential and actual donors
• Maintains database of project files
• Provides data and information needed for preparation of project documents

Promoting Organizational learning and Knowledge Sharing: Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things
• Documents innovative strategies and new approaches
• Identifies and communicates opportunities to promote learning and knowledge sharing

Job Knowledge and Technical Expertise: 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
• Identifies new and better approaches to work processes and incorporates same in own work
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments
• Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments

Client Orientation: Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Responds to client need promptly

Required Skills and Experience

Education:

• Bachelor’s Degree in Business Administration, Accounting, Finance, Management, Public Administration, or related fields; or secondary education, with specialized certification in Accounting and Finance.

Work Experience:

• 2 years (Bachelor’s Degree) or 5 years (Secondary Education) of relevant finance and administrative management experiences with development projects; experience with UN, UN-funded projects, or with an international organization is an advantage;
• Solid experiences in project financial management and in office management support including logistical supports;
• Experience in providing capacity building support related to financial management to national counterparts;
• Ability to work under minimum supervision in a complex environment;
• Understanding of global best practice financial and operational rules, regulations and procedures relevant to project implementation. Knowledge of UNDP project implementation procedures is an

How to apply

Please be informed that UNDP doesn’t accept application submitted via email. Please apply via Online registration: https://bit.ly/2WDAZ4H

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