Finance and Admin Assistant

Background

Complementary to other multi-party dialogue platforms, including the Geneva International Discussions (GID), and operating independently of political challenges therein, the Dialogue project provides a reliable means of constant engagement and direct collaboration across the dividing line. This includes the provision of “one-stop shop” clearance and delivery support for medical and other essential goods and facilitation of international community access to Abkhazia. The parallel provision of ongoing direct dialogue and tangible “peace dividends” are widely recognized as important complements to higher level processes. In this regard, the Dialogue mechanism remains the only systematic informal channel entrusted by both sides to do so, in accordance with current legislation.

Duties and Responsibilities

Under overall guidance of Crisis Prevention and Recovery Team and the direct supervision of the Project Manager, Finance and Administrative Assistant will provide finance management and administrative support for smooth implementation of the project.

• Assist Project Manager in day-to-day management of administrative and financial operations in compliance with all relevant UNDP rules and regulations;
• Keep track of all project related transactions, including filing of contracts with staff, receipts, checks, inventory of purchased equipment, materials under the project in order to ensure information needed for auditing purposes be easily available; maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures;
• Assist Project Manager in preparation and monitoring of operations budget;
• Assist Project Manager in preparation of requests for financial authorization and replenishments in accordance with the approved budget;
• Processing of payment requests and payments within the limits of the financial authorizations provided and ensure it is accompanied with original and legal documentation that support this request for payment;
• Assist Project Manager in preparation of accurate financial reports, including monthly and quarterly disbursement and financial reports;
• Set up contracts with project staff and monitor/maintain staff leave records; recruit temporary experts/consultants in compliance with UNDP recruitment procedures and carry out salary and/or other eligible expenses of the staff (i.e. DSA, travel, etc.) payment arrangements according to existing contracts. Renew these contracts upon expiration, as needed.
• Maintain daily records of all staff activities (attendance records, timesheets, leave requests, records of casual leave, sick leave, annual leave, etc.);
• Participate in conducting procurement tenders and prepare procurement contracts for goods and services;
• Maintain project assets, maintain office equipment and keep inventory list;
• Perform general clerical duties to include but not limited to: photocopying, faxing, mailing and filing;
• Setup and coordinate meetings, field visits, missions, etc.;
• Answer telephone calls and transfer to appropriate staff members;
• Meet and greet visitors;
• Sign for and distribute packages;
• Prepare and update capital assets register;
• Secure the maintenance of the project vehicle and keep track of log book; Control of proper recording by the drivers of trips and fuel consumption;
• Provide general supervision of cleaner’s services;
• Perform other duties as required.

Competencies

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

• Operational Effectiveness
• Excellent interpersonal and communication skills;
• Strong organizational and time management skills;
• Strong delivery skills;
• Good understanding of financial matters, attention to detail;
• Strong drafting skills.

Required Skills and Experience

Education:

• Bachelor’s degree in Business Administration, Social Sciences, Finances or related field with proven accounting skills.

Experience:

• Minimum 3 years of relevant experience in administration, finance and/or programme support service;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience in handling of web-based management systems;
• Experience of work with international and/or donor organizations is a strong asset

Language Requirements:

• Excellent command in written and spoken Russian, knowledge of English would be an asset.