Finance and Logistics Associate
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Job Description
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
UNDP Philippines is supporting the government’s effort to implement the decommissioning and normalization aspects of the Bangsamoro peace process. It has designed the programme “Assistance for Security, Peace, Integration and Recovery for Advancing Human Security in the Bangsamoro Autonomous Region in Muslim Mindanao” (ASPIRE for BARMM) to help address the challenge of collecting unregistered personal firearms in the hands of non-state actors and private armed groups within the conflict-affected communities in BARMM. Due to the significant adverse ratio between decommissioned combatants and firearms “put beyond use,” this challenge has become a point of contention between the parties (i.e. Government of the Philippines and the MILF) to the peace process. The programme outcome aims at integrating comprehensive human security policy initiatives, raising from the ones that capture the former combatants’ socio-economic needs to those that promote climate action and disaster risk reduction, which contributes to advancing the local implementation of SDGs among all the people in Mindanao.
As such, UNDP is seeking a Finance and Logistics Associate who is based in Cotabato City, and support the Project Manager and Peace and Stabilization team through providing admin logistics and financial support on the day-to-day operations of Project ASPIRE. The Finance and Logistics Associate is tasked to assist in admin and financial aspect of the implementation of project activities, while ensuring high quality, accuracy, and consistency of work. The Finance and Logistics Associate is expected to report daily to the ASPIRE designated Project Manager. The position holder also demonstrates a client-oriented approach, tact, and ability to work with people of different national and cultural backgrounds. Moreover, the Finance and Logistics Associate works in close collaboration with the UNDP Peace& Stabilization Programme Team, as well as with other UN Agencies, and civil society to successfully implement the activities and is expected to travel to various areas in Mindanao and BARMM.
Duties And Responsibilities
Under the overall guidance of the UNDP Resident Representative and Team Leader of the Peace Programme Team, and through the direct supervision of the designated Project Manager, the Finance and Logistics Associate is also expected to work in close collaboration with the UNDP Peace and Stabilization Programme Team, Cotabato Field Office, UNDP Finance and Procurement Teams and other relevant units in UNDP as may deemed necessary.
Responsibilities
The Finance and Logistics Associate will be directly responsible for completing the below set of tasks within allotted, agreed-upon time frames:
Ensures support to the Administration and Finance Officer focusing on the achievement of the following results.
Competencies
Core Competencies
Administration & Operations
Required Skills and Experience
Important information for US Permanent Residents ('Green Card' holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant Information About UNDP Rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
UNDP Philippines is supporting the government’s effort to implement the decommissioning and normalization aspects of the Bangsamoro peace process. It has designed the programme “Assistance for Security, Peace, Integration and Recovery for Advancing Human Security in the Bangsamoro Autonomous Region in Muslim Mindanao” (ASPIRE for BARMM) to help address the challenge of collecting unregistered personal firearms in the hands of non-state actors and private armed groups within the conflict-affected communities in BARMM. Due to the significant adverse ratio between decommissioned combatants and firearms “put beyond use,” this challenge has become a point of contention between the parties (i.e. Government of the Philippines and the MILF) to the peace process. The programme outcome aims at integrating comprehensive human security policy initiatives, raising from the ones that capture the former combatants’ socio-economic needs to those that promote climate action and disaster risk reduction, which contributes to advancing the local implementation of SDGs among all the people in Mindanao.
As such, UNDP is seeking a Finance and Logistics Associate who is based in Cotabato City, and support the Project Manager and Peace and Stabilization team through providing admin logistics and financial support on the day-to-day operations of Project ASPIRE. The Finance and Logistics Associate is tasked to assist in admin and financial aspect of the implementation of project activities, while ensuring high quality, accuracy, and consistency of work. The Finance and Logistics Associate is expected to report daily to the ASPIRE designated Project Manager. The position holder also demonstrates a client-oriented approach, tact, and ability to work with people of different national and cultural backgrounds. Moreover, the Finance and Logistics Associate works in close collaboration with the UNDP Peace& Stabilization Programme Team, as well as with other UN Agencies, and civil society to successfully implement the activities and is expected to travel to various areas in Mindanao and BARMM.
Duties And Responsibilities
Under the overall guidance of the UNDP Resident Representative and Team Leader of the Peace Programme Team, and through the direct supervision of the designated Project Manager, the Finance and Logistics Associate is also expected to work in close collaboration with the UNDP Peace and Stabilization Programme Team, Cotabato Field Office, UNDP Finance and Procurement Teams and other relevant units in UNDP as may deemed necessary.
Responsibilities
The Finance and Logistics Associate will be directly responsible for completing the below set of tasks within allotted, agreed-upon time frames:
Ensures support to the Administration and Finance Officer focusing on the achievement of the following results.
- Provide support in processing payments to suppliers and consultants promptly. Ensure complete supporting documents are attached to the payment request.
- Assist in tracking expenditures of the approved budget, ensuring that funds are available for planned expenditures.
- Process documents for cash advances, liquidations, and reimbursements in a timely manner for submission to and approval by the Project Manager and UNDP Peace Team Leader.
- Create a requisition in Quantum for the development of projects.
- Support efficient management of the project's administrative, logistical, and procurement system.
- Undertake administrative, finance, and procurement procedures, such as travel processing, liquidating cash advances, processing supplier payments, canvassing/collecting price quotations, and paying utilities.
- Ensure proper systematic filing and maintenance of office records, such as incoming and outgoing correspondences, calendar of activities, transportation requests, staff leave monitoring, requests for office supplies, reports, etc.
- Ensure timely and quality administrative and finance support to project activities.
- Coordinate as a focal point for administration, logistics, finance, and procurement issues, including meetings/workshops.
- Perform other administrative-related tasks as may be assigned by the Administrative and Finance Officer and/or the Project Specialist/Project Manager of ASPIRE.
- Provide inputs to prepare procurement plans for the project.
- Undertaking the appropriate procurement processes by the relevant UNDP policies, rules and regulations, including, but not limited to, the following:
- Request for Procurements and regularly update Procurement Status.
- Ensure compliance with standard procedures in using Long-Term Agreements (LTAs), whenever LTAs are utilized.
- Coordinating with suppliers to deliver goods and preparing the documents for the beneficiary's receipt.
- Maintaining an accurate, and reliable electronic filing system;
- Assists and maintains project asset Inventory and preparation of the Assets transfer
- Performs other logistics-related tasks that the Administrative and Finance Officer may assign. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Organization of training for the operations/ projects staff on field office issues.
- Synthesis of lessons learn and best practices.
- Sound contributions to knowledge networks and communities of practice.
Competencies
Core Competencies
- Achieve Results: Level 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
- Think Innovatively: Level 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
- Learn Continuously: Level 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
- Adapt with Agility: Level 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
- Act with Determination: Level 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
- Engage and Partner: Level 1: Demonstrates compassion/understanding towards others, forms positive relationships
- Enable Diversity and Inclusion: Level 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Administration & Operations
- Events management (including retreats, trainings disbursements, etc and meetings). Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash
- Travel contract management. Knowledge of policy and procedures related to contract management, incl. oversight of the Long Term Agreement (LTA) with the Travel Management Services (TMS) provider; UN airline agreement management covering all major and rail providers; ability to negotiate airline
- Travel policy and procedures. Knowledge of travel policy and procedures; a circulars and financial regulations and rules on travel-related matters ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters.
- Documents and records management. Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
- Audit (General). Understands how regulations and professional standards in internal and external audit underpin audit work in the public services. Understands the key stages of audit work, including planning,documentation, testing and reporting. Ability to examine and verify accounts and records. Understands wider mechanisms for assurance and scrutiny.Understands the law and best practice relating to anti-bribery and corruption controls and the
- Client Management. Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
- Operations Management. Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms
Required Skills and Experience
- Secondary education is required, OR
- A university degree in business administration, accounting, finance, logistics, or relevant related field will be given due consideration, but it is not a requirement.
- Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant experience in administration and financial support for projects or programs is required.
- Experience in the use of computers, office software packages (MS Word, Excel, etc), database packages, and web-based management systems such as ERP.
- Previous experience in UNDP and other UN entities is an advantage.
- Proven familiarity with UN System and administrative and financial management of donor-financed projects is an advantage.
- Resident of BARMM or Mindanao or willingness to relocate is highly preferred.
- Proficiency in English is required.
- Fluency in Filipino is required
- Proven knowledge of Dialects in Mindanao is an advantage.
Important information for US Permanent Residents ('Green Card' holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant Information About UNDP Rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
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