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As Implementing Agency of the Global Environment Facility (GEF), UNDP is responsible for the implementation of a portfolio of GEF funded and GEF/EU co-founded projects currently amounting to over US$ 20 Million. Under the leadership of the Programme Specialist Environment, the Administrative and Finance Assistant (Environment) is responsible for the transparent use of funds and efficient and effective implementation of administrative processes.
The Administrative and Finance Associate (Environment) will be responsible for the overall administration of the portfolio of environment projects, including all GEF funded projects. He/she will be responsible for supporting the Programme Specialist Environment, the Sustainable Growth Cluster Head, and the individual project managers in meeting government obligations under the projects, which are implemented under the national implementation modality (NIM), including with the overall management, administrative and financial aspects of project implementation.
The Administrative and Finance Associate (Environment) works in close collaboration with the Operations, Programme and project staff in the CO and MINAMB and in liaison with project partners, to exchange information and ensure consistent service delivery.
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Duties and Responsibilities
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1 Provide administrative and finance support to the environment portfolio of projects and focus on the achievement of the following results:
- Provides support for effective administrative and financial management, planning and control of the projects and programme;
- Provide guidance to the environment team and the management of the office on administrative and financial matters of the portfolio;
- Recommend strategies for the improvement of financial, management and information systems within the unit and help implement solutions;
- Prepare Annual Work plans and budgets for all projects in the portfolio and monitor their implementation;
- Collect, register and maintain all information on project activities and documents;
- Contribute to the preparation and implementation of progress reports;
- Prepare the financial reports of the projects and programme, incl. quarterly and annual reports and any other financial reports, as necessary;
- Manage the project ATLAS reporting;
- Prepare and review payments made in ATLAS and ensure the timely payments of services and goods as well as salaries of project staff;
- Monitor project activities, budgets and financial expenditures;
- Advise, and train as needed, all project counterparts on applicable administrative procedures and ensure their proper implementation;
- Support the preparations of project work-plans and operational and financial planning processes;
- Request and follow-up on project procurement and recruitment cases as necessary. Organization of shipments and customs clearance, as necessary;
- Receive, screen, distribute and file correspondence and attach necessary background information;
- Prepare routine correspondence and memoranda for Project Manager´s signature;
- Maintain project filing system;
- Maintain records over project equipment inventory;
- Performing a Buyer role in Atlas, as necessary;
- Provide information and support during audits;
2. Provide support to the payment process related to the project by focusing on the achievement of the following functions:
- Preparation of payment requests for operational expenses, salaries, insurance, etc. against project budgets and work plans;
- Receive, screen and ensure consistency of monthly bank extracts, with expenditures approved by the Project Manager, and in accordance with the approved workplan;
- Alert the Project Manager and the UNDP CO on any inconsistencies with the above;
- Follow-up on timely disbursements by UNDP CO;
3. Provide logistical support to the project by focusing on the achievement of the following functions:
- Assist in logistical organization of meetings, training and workshops; and maintain communication with different stakeholders.
- Prepare agendas and arrange field visits, appointments and meetings both internal and external related to the project activities and write minutes from the meetings;
- Provide administrative support and coordinates logistic support to consultancy missions, training activities, and sub-contractors, incl. travel arrangements, as necessary;
4. Provide vehicle management support by focusing on the achievement of the following functions:
- Oversight of vehicles and equipment maintenance, insurance, certification, and registration procedures;
- Oversight reporting and investigation of cases of vehicle and equipment damage, accidents, loss or theft of items; update and maintenance of vehicle history report;
- Perform other related duties as required.
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Competencies
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Corporate Competencies:
- Demonstrates commitment to UNDP’s mission, vision and values;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Functional Competencies
Knowledge Management and Learning
- Shares knowledge and experience;
- Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.
Development and Operational Effectiveness
- Ability to perform a variety of standard tasks related to financial resources management, including screening and collecting documentation, financial data processing, filing, provision of information;
- Good knowledge of financial rules and regulations, accounting
- Strong IT skills;
- Ability to provide input to business processes re-engineering, implementation of new system.
Leadership and Self-Management
- Focuses on result for the client and responds positively to feedback;
- Consistently approaches work with energy and a positive, constructive attitude;
- Remains calm, in control and good humored even under pressure.
Managing Documents, Correspondences and Reports
- Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software;
- Ability to produce accurate and well documented records conforming to the required standard.
Planning, Organizing and Multi-tasking
- Organizes and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships;
- Plans, coordinates and organizes workload while remaining aware of changing priorities and competing deadlines;
- Demonstrates ability to quickly shift from one task to another to meet multiple support needs;
- Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support;
- Promoting learning and knowledge management/sharing is the responsibility of each staff member.
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Required Skills and Experience
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Education:
- Secondary education with specialization in administration or accounting.
- University Degree in Business or Public Administration desirable
Experience:
- At least 5 to 6 years of relevant experience in administration or project support and financial management service;
- Administrative experience at the UN system an asset
- Experience in using ATLAS desirable;
- Experience in project budgets, track financial expenditure and preparation of financial reports;
- Excellent computer skills, in particular mastery of all applications of the MS Office package and experience in handling of web-based management systems
- Excellent written communication skills;
Language::
- Fluency in Portuguese and English
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