Administrative and Finance Associate (Duty Station – Zamboanga City)
Philippines
JOB DETAIL
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.
In 2021, the BARMM region achieved a remarkable 7.5% economic growth and a double-digit decline in poverty incidence, from 54.2% in 2018 to 29.8%. The region has positioned itself as the second-fastest growing region in the Philippines, overcoming significant obstacles posed by the unprecedented Covid-19 pandemic, bureaucratic challenges encountered by the interim regional government, and persistent security concerns.
However, despite the improving economic performance in the region, BARMM still holds the highest poverty incidence in the country. Sulu and Basilan continue to be included in the poorest clusters in 2018 and 2021, with poverty incidence among families recorded at 51.0% and 42.5%, respectively. The BARMM region also has the highest prevalence of food insecurity in the country at 84% with majority of its populations being farmers and fisherfolk, which are traditionally among the poorest and most vulnerable sectors in the country. Despite BARMM registering the highest growth in the value of production in agriculture and fisheries at 7.2% in 2021, and BARMM holding the title as the leading fish producer region nationwide with a 23.8% share to the country’s 4.25 million metric ton fisheries production – in which Basilan, Sulu, and Tawi-Tawi produce most of the region’s harvest –, the economic benefits have yet to trickle down to the household and individual level. According to the 2021 Philippine Fisheries Profile report of the Bureau of Fisheries and Aquatic Resources, fisherfolk from the BARMM region holds the lowest annual income compared to those from other regions, with an income of PHP 142,056 annually, or a monthly average of only PHP 11,838. Worse yet, field anecdotes gathered from leaders of fishing associations in Basilan revealed that most fishers and boat workers can barely earn more than PHP 3,000 per month, driving the fragility of these critical communities.
To support vulnerable, conflict-affected, and underserved Bangsamoro communities across the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM), as well as Bangsamoro communities outside the core territory of the BARMM, the UNDP designed the project on Modelling Livelihood Solutions For Coastal Communities In Basilan (MLSCCB). This project is centered on developing a model of fishery based communities with resilient and profitable fisheries-based livelihoods and enterprises within an enabling environment that promotes sustainable resource utilization and risk-informed, adaptive management and governance. Through this project, UNDP seeks to ensure the enduring vitality of coastal communities depending on fisheries while promoting environmental stewardship. Furthermore, through the provision of support for economic development and resilience building against multiple risks, UNDP seeks to contribute to durable peace and sustainable development in the region.
To ensure that the interventions are appropriate to the target areas, the project is seeking an Administrative and Finance Associate who is based in Zamboanga City. He/She will support the Project Manager and Peace and Stabilization Programme Team through providing administrative, logistics and financial management support for the day-to-day operations of the programme. The Administrative and Finance Associate is tasked to assist in the administrative and financial management aspect of the implementation of project activities, while ensuring high quality, accuracy, and consistency of work. The Administrative and Finance Associate is expected to report daily to the 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 Administrative and Finance Associate works in close collaboration with the UNDP Peace and 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 the Team Leader of the Peace & Stabilization Programme Team and through the direct supervision of the Project Manager, the Admin and Finance 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.
The Administrative and Finance Associate will be directly responsible for completing the below set of tasks within allotted, agreed-upon time frames:
Ensures admin, logistics and finance support to the project team by 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 requisitions in Quantum for the project implementation.
- 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 Peacebuilding Project Manager/designated Project Manager of the joint programme.
Ensures efficient and practical support to procurement functions that contribute to the practical activity delivery and field missions focusing on the achievement of the following results.
- 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 Project Manager may assign.
Supports 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.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
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
Cross-Functional & Technical competencies:
Partnership management
- Emerging partnerships: Ability to engage with emerging partners, develop and manage a strategy and develop approaches to developing and managing these new strategic partnerships
- CSO engagement: Knowledge and understanding of CSOs and the ability to engage with CSOs
Administration & Operations
- Events management (including retreats, trainings, and meetings) : Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Finance
- 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 fraud risks faced by public bodies.
- Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets
- Audit risk management: Ability to address audit issues raised in the course of an audit and propose solutions in order to ensure a true and fair audit opinion is achieved
Required Skills and Experience
Education:
- Secondary education is required. Or
- University degree (Bachelor’s degree) in Business Administration, Accounting, Finance, or relevant fields will be given due consideration but is not a requirement.
Experience:
- Minimum of 7 years (with secondary education) or 4 years (with Bachelor’s degree) of professional experience in administration and financial support for projects or programs.
- Proficiency in standard software applications Word, Excel, PowerPoint, Outlook etc. is required.
- Proven experience in working for government organizations, non-government organizations, international organizations or civil society organizations engaged in development, peacebuilding or humanitarian projects is an advantage.
- Proven experience in business processes (procurement, financial monitoring and reporting) of government organizations, non-government organizations, international organizations, private sector or civil society organizations is desirable.
- Knowledge in activity/events management, data analysis, or financial accounting is desirable.
- Proven experience in working in BARMM or similar post-conflict contexts is an advantage.
- Demonstrated experience of working with stakeholders involved in different aspects of the Bangsamoro peace process.
Required Languages:
- Fluency in English and Pilipino is required.
- Knowledge of language in BARMM an advantage
Disclaimer
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.
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