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Scope of the assignment
The Finance and Administrative Assistant will work under the supervision of the ISDA Support Project Manager and will assist in the overall management of administrative services. S/he will administer and execute processes and transactions ensuring high quality and accuracy of work and promotes a client, quality and results-oriented approach. S/he will work in close collaboration with the Operations, Programme and project staff in the UNDP Country Office to exchange information and ensure consistency in project delivery.
The main duties and responsibilities of the Finance and Administrative Assistant include the following:
Finance
- Prepare Request for Payments and forward to UNDP CO in accordance with Atlas and ERP procedures;
- Reconciles Petty Cash ensuring all disbursements are in accordance with rules and procedures;
- Assist project management on project budget status;
- Keep links with PSU on procedural information;
- Assist in preparing quarterly and annual work plans and budgets, progress and financial reports to be submitted to UNDP, donors and the Government;
- Guide and assist the auditing process of the project as requested by respective UNDP rules and regulations
- Be a buyer and general user in ATLAS functions
- Follow up with CDR, delivery and other Atlas financial reports
- Prepare GLJE requests
- Control the accounts regarding allocations and expenditures and make adjustments to optimize the utilization of funds
- Maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures.
Human Resources
- Provide human resources services for recruitment, including preparation of Requests for Contract;
- Initiate actions for recruitment of experts and consultants. This includes collecting contract information in databases, drafting correspondence and maintaining files;
- Prepare relevant procurement procedures for consultant services;
- Monitor monthly attendance, progress reporting and leave applications;
- Deal with the travel agencies and travel authorizations;
- Prepare the new vendor forms, or update the existing ones.
Procurement & Office Management
- Assist in preparing bidding papers in accordance with UNDP requirements and user guide;
- Support other technical aspects of project implementation and project missions.
- Organize a filing system, maintain records and files in accordance with UNDP Albania filing policy;
- Assist with the organization of workshops, training events and meetings. This includes preparing background materials, working papers, preparing budgets, coordinating travel and lodging of participants, selecting, coordinating and monitoring service providers, recruitment and payment of resource persons, drafting related correspondence and reports;
- Organize steering committee meeting and prepare minutes;
- Participate in meetings to provide information on project progress if the project manager is not present;
- Deal with the procedures for contracts for services, institutional contracts, grant and lease agreements;
- Deal with CAP and ACP submissions;
- Follow up with the project inventory in the Atlas system.
Other Responsibilities
- Translate into the target language a full range of documents, reports, formal texts, manuscripts, official correspondence, and other materials;
- Edit texts in the target language to ensure a style of presentation in conformity with UNDP standards;
- Propose additional terms for the established standards or terminology and glossaries;
- Support administrative-financial closing of the project;
- Additional requests originating from the Cluster.
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Core Values
Integrity:
- Demonstrate consistency in upholding and promoting the values of the UN in actions and decisions, in line with the UN Code of Conduct.
Professionalism:
- Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
Cultural sensitivity and respect for diversity:
- Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff;
- Additionally, the individual should have an international outlook, appreciating difference in values and learning from cultural diversity.
Core Competencies:
Communication:
- Facilitate and encourage open communication and strive for effective communication.
Planning & Organizing:
- Develops clear goals in line with agreed strategies, identifies priorities, foresees risks and makes allowances accordingly.
Organizational Awareness:
- Demonstrate corporate knowledge and sound judgment.
Teamwork:
- Demonstrate ability to work in a multicultural, multi-ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.
Accountability:
- Takes ownership of all responsibilities and delivers outputs in accordance with agreed time, cost and quality standards.
Functional Competencies:
- Ability to work under pressure;
- Ability to work independently;
- Punctuality and ability to deliver under tight deadlines;
- Excellent inter-personal and communication skills;
- Availability to travel.
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