Position: Finance Officer

Organization: UNDP

Location: Delhi

Apply: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/2273/?utm_medium=jobshare

Duties and Responsibilities

The Finance and Admin Officer will ensure overall coordination of the project’s operations covering Finance HR, Procurement, and Administration as per the approved project documents- in coordination with the National Project Management Unit and three State Project Management Units in Andhra Pradesh, Maharashtra and Odisha.

Finance:

• Maintain oversight of overall project finances at National and State level (in coordination with SPMUs) including preparation of project budget and expenditure plan as per GOI, UNDP and GCF requirements. 
• Support the preparation of national and state level annual work plans in accordance to the funded activity agreement. 
• Ensure timely release of project funds to the implementing agencies and monitor expenditure in coordination with the NPMU and three SPMUs, 
• Consolidate data on co-finance contributions from implementing agencies and ensure accuracy before reporting to GCF. 
• Preparation of financial reporting as per the financial guidelines as and when needed.
• Comply with UNDPs reporting requirements such as preparation of PRMP, reporting to CAAA. for project expenditures, calculation of Direct Program Costs (DPC), delivery targets etc.
• Ensuring accuracy of data entered in Atlas and other UNDP applications 
• Maintain financial records, petty cash and monitor systems to record and reconcile expenditures, balances, payments, statements and other data for day-to day transactions and reports. 
• Prepare monthly, quarterly and annual expenditure statement, FACE form, Utilization certificate as per General Financial Rules 2017, bank reconciliation certificate and other financial reports as and when required. 
• Assist in all financial reporting functions to the National Project Steering Committee (NPSC), Technical Committee and the State Project Steering Committee (SPSC).

Procurement:

• Assist in preparation of legal documents for contracting and procurement of goods and services, including maintenance and physical verification of assets. 
• Implement procurement strategy in consultation with the Project management Unit/s based on the approved annual work plans.
• Undertake regular monitoring of procurement processes to ensure that they are performed consistently to deliver the project outputs in timely manner and in accordance with defined standards. 
• Manage tendering processes and evaluation, contract and other legal implications pertaining to the contract. 
• Ensure appropriate use of different contractual modalities, contracts management of the Project Management Unit/s. 
• Ensure timely payments of vendors, travel and other claims.
• Make timely payments to vendors and agencies as required and facilitate audit of financial resources in accordance with UNDP rules and regulations.

Human Resources:

• Initiate timely recruitment processes as per the requirement of the project as per directions of the NPMU and SPMUs and in accordance with UNDP rules and regulations. 
• Oversee recruitment processes and track performance management. 
• Ensure creation of e-mail IDs, issuance of ID and visiting cards and monitor leave balances for the project staff.
• Coordinate with HR for completion of performance review process and ensuring timely renewal of project staff contracts.

Administration:

• Maintain an inventory of project assets- Maintain a roster of files on project activities, project reports, vehicle log book, project assets, etc. 
• Ensure proper management of project assets, facilities and logistical services for the team and events planned under the project. 
• Coordinate meetings, trainings and workshops and manage travel arrangements or IT services for virtual events as needed. 
• Logistic and administrative support for organizing events, meetings, workshops, team visits etc.

Coordination:

• Constant monitoring and analysis of the operating environment, timely readjustment of the operations, inform the Supervisor on legal considerations and risk assessment. 
• Regular updation of the Project SOP and ensuring compliance of all operational processes with the same. 
• In consultation with the NPMU, coordinate with State project management units in three states to provide necessary operational guidance and support. 
• Analyse and identify project-level operational and financial problems in cooperation with Programme Support Unit and provide possible solutions.
• Coordinate with all Project Management Units for timely approval of workplans for the project (National/State). 
• Coordinate with various UNDP operations units such as Finance, Procurement, HR, Administration and Security to meet the project’s operational requirements and ensure compliance with UNDP regulations (PoPP) and GOIs General Financial Rules (GFR 2017).
• Manage Project Audits and Reviews as per UNDP and donor requirements.
• Any other responsibility related to the project assigned by the Supervisor(s).

Competencies

Technical:

• Financial planning, accounts, receipts, payments and income and expenditure accounts, bills of exchange etc using requisite software.
• Administrative planning.
• Procurement - demand and procurement management, materials management.

Core:

• Generates commitment, excitement and excellence in others * Creates new opportunities for team, not just self to learn and take on new responsibilities * Actively shares knowledge.
• Appropriately involves team in different stages of work and decision-making * Seeks and values other’s initiatives and expertise * Supervises teams with consistent direction and drives team engagement.
• Meets goals and quality criteria for delivery of products or services * Embraces complex challenges and opportunities for getting work done * Ability to embrace challenges with minimal supervision * Works to develop organizational awareness of UNDP’s approach to client service delivery and integrity and accountability.

Job Knowledge:

• Understanding all aspects of project management. 
• Experience of working with Central and/or State Governments/UN and international agencies/ NGOs/ Civil Society on similar assignments will be preferred. 
• Good understanding of financial, administrative and procurement processes.

Communication and Documentation skills:

• Possess very good skills for documentation, review documentation.
• Good communication and interpersonal skills.
• Fully proficient computer skills with good knowledge of MS Office, and internet.
• Good written and verbal communication skills in English.

Development and Operational Effectiveness:

• Ability to maintain effective partnerships and working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
• Keeps abreast of new developments in the area of professional discipline and job knowledge and seeks to develop him/herself professionally; Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things.

Self-Management and Team Work: 

• Builds and maintains constructive relationships with colleagues (and reports where appropriate); treats people with respect, is cooperative, supportive and helpful with a positive contribution to the working environment. 
• Ability to work independently and under pressure. 
• Establishes priorities for self, schedules activities to ensure optimum use of time and resources; 
• Approaches work with energy and a positive, constructive attitude;

Required Skills and Experience

Education:

• Masters in Finance/Commerce/ Financial Management or CA/MBA (Finance).

Experience:

• At least 5-7 years of relevant experience in financial management and general administration, programme support service