Finance and Logistics Associate
JOB DETAIL
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.
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.
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 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.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.
- 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:
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.
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
Business Management
- 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
- 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.
Required languages:
- Proficiency in English is required.
- Fluency in Filipino is required
- Proven knowledge of Dialects in Mindanao is an advantage.
