Admin and Finance Associate With World Bank Partnership Projects, Sana’a, Yemen

Organization: UNDP - United Nations Development Programme

Country: Yemen

City: Sana’a

Office: UNDP Yemen

Closing date: Thursday, 16 September 2021

Agency: UNDP

Title: Admin and Finance Associate With World Bank Partnership Projects

Job ID: 39495

Practice Area - Job Family: Crisis Prevention and Recovery - ECONOMIC RESILIENCE AND DEVELOPMENT UNIT

Vacancy End Date: (Midnight New York, USA) 16/09/2021

Duty Station: Sana’a, Yemen

Education & Work Experience: G-Bachelor’s Level Degree - 4 year(s) experience, H-Some Graduate School - 7 year(s) experience

Languages: Required: Desired: Arabic, English

Grade: NB3

Vacancy Type: Other

Posting Type: External

Bureau: Arab States

Contract Duration: One Year

Open for Yemeni Nationals only. Female candidates are encouraged to apply. This position is under National Personnel Services Agreement (NPSA). The level of the position is NPSA7 and the annual net base salary is $21,138.64


UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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.

The conflict in Yemen has brought the economy to a near collapse and made Yemen one of the poorest and most food insecure countries in the world. The high level of food poverty is of particular concern. The conflict has destroyed livelihoods and with that, the ability to purchase food. It has also caused major disruptions in the food supply chain and increases in the price of imported foods, which Yemen is heavily reliant on, resulting in substantial increases in food prices. Hunger, food insecurity and malnutrition are among the most pressing and overwhelming challenges faced by the country at present, at a scale that is not being fully met by national authorities and the international development and humanitarian communities. The high dependence on food imports, for most households combined with high food prices and significantly reduced income earning has resulted in low food access. Climate change is further exacerbating the existing challenges and negatively impacting all dimensions of food security. The COVID-19 continues its spread across the world and negatively impacting food supply chains and food trade and contributing to the sharp food price increases in Yemen as well.

In response to the protracted conflict and crisis, a partnership has been established between UNDP and the World Bank to implement different projects including Yemen Emergency Crisis Response Project (YECRP), Emergency Social Protection Enhancement and COVID-19 Response (ESPECRP) and the Yemen Food Security Response and Resilience Project (FSRRP). This partnership aims to serve as a scalable platform that offers a combination of complementary short and medium-term instruments to build the resilience of Yemeni households to cope up with the different crises in Yemen including the conflict, the food security and COVID-19.

The partnership further aims to provide short-term income for vulnerable people and provide community people with access to social services mainly water, roads, sanitation and agricultural lands. The projects aim to support women with nutrition-sensitive cash assistance and awareness. Additional deliverables include supporting Micro-finance Institutions (MFIs) and Micro, Small and Medium Enterprise (MSMEs) to sustain their operations and continue providing services to revive local economy and contribute to food security. The assistance is adapted to help people cope up with the impact of COVID-19 through increasing awareness on preventing measures and providing income to purchase hygiene materials and basic needs. In addition, the project aims to support the sustainability of national institutions as key service delivery providers during and post the crisis. The partnership between UNDP and the World Bank constitutes an important example of operationalizing the new directions of the World Bank and UNDP in fragile and conflict affected contexts, including using the World Bank resources and alternative implementation modalities, and through promotion of greater coherence with humanitarian and peace mediation initiatives.

UNDP is implementing the funds of the World Bank through two prominent national institutions: the Social Fund for Development (SFD) and the Public Works Project (PWP). UNDP manages and monitors the implementation, coordinate and consolidate reporting and visibility, and provides technical support and quality assurance. The achievements thus far are remarkable including 440,205 direct beneficiaries benefited from short-term wage employment, of these 22 percent are female and 20 percent Internally Displaced People (IDPs). The projects also created 11,599,960 workdays and provided access to key social services to around 5,416,502 people in 317 out of 333 districts across all the governorates of Yemen. Moreover, around 666,685 women and children (already completed during the previous periods) benefited from nutrition interventions of the project, more than three times the total target. The project further constructed 1,102,388 cubic meters of water reservoirs, rehabilitated 23,601 hectares of agricultural lands, repaired 513.3 kilometers of roads and rehabilitated 2,552 classrooms. The project also supported 17,329 businesses- of these 20 percent are owned by females - including small and micro enterprises (SMEs), farmers, fisheries and livestock breeders, creating 63,332additional jobs.

Duties and Responsibilities

Under the direct supervision of the National Coordinator, the Admin & Finance Associate will provide support and services ensuring high quality, accuracy and consistency of work. The Admin & Finance Associate will work in close collaboration with the project staff, finance, operation and programme as required to exchange information and supporting project delivery. She/he will provide administrative, financial and programmatic support as guided by the Senior National Coordinator and the Project Manager.

1) Financial Management and Implementation of Operational Strategies

Ensure full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs);
Ensure control of the supporting documents for payments, prepare document for vendors in Atlas; assistance in managing the project management and payments;
Maintain the internal expenditure control system, which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas and that travel claims and other entitlements are duly processed;
Take timely corrective actions on un-posted vouchers, including vouchers with budget check errors;
Oversee the overall financial management of the project;
Maintain complete set of books of account according to the principle of accounting and update it on a daily basis. Ensure accuracy of supporting documents;
Monitor budget implementation and determine / recommend reallocation of funds when and where necessary;
Follow up on activities and monitor advances balances and verify availability of funds for project activities;
Verify accuracy of Combined Delivery Reports;
Prepare monthly shadow budget for tracking the delivery of project;
Serve as audit focal person. Manage annual audit exercise, prepare necessary documents, prepare audit follow-up action plans, and ensure that the action plan is implemented;
Prepare timely and accurate Quarterly Expenditure Reports to be attached to Progress Reports;
Provide support in preparing annual and quarterly work plans and budgets in consultation with CTA/Senior Project Management Specialist;
Enter accurately the AWP and subsequent Budget revisions along with Multi-Year Budgets in ATLAS for endorsement by Country Office;
Prepare and modify budgets for the SIERY project;
Support in implementing of harmonised approach to cash transfer (HACT) with Responsible Parties to implement project activities;
Analyze budget and expenditure and suggest measures to improve delivery, as required;
Undertake physical verification of all assets and update records.

Assist to undertake all tasks related to ensure proper documentation for timely audit of the project;
Maintain accurate financial and personnel records of the project as required by SIERY project;
Manage all correspondence related to finance related matters.

2) Provides administrative, travel and logistical support

Maintain files related to personnel, finance, procurement, administrative, logistical, project matters;
Manage procurement processes, including but not limited to drawing up specifications for the equipment as per project requirements; maintain and update an inventory and ensure proper operation, maintenance;
Provide administrative support to organization of conferences, workshops, and trainings;
Arrange travel and hotel reservations, preparation of travel authorizations;
Prepare and handle the routine correspondence related to general administration, procurement, security and personnel matters, faxes, memoranda and reports in accordance with UNDP rules and procedures;
Tags agricultural land basic needs cash transfer climate change communication technology communities of practice covid environmental standards financial management financial reporting financial resources fisheries food imports food insecurity food prices food security food supply food trade gender discrimination gender parity human rights internally displaced knowledge management knowledge products livestock peoplesoft personnel records procurement programme management project management project manager public works risk management small and medium enterprise social services supply chain trainings

Management of project documentation;
Collect and review financial reports and any supporting documents submitted by responsible parties of the UNDP component;
Manage document/ filing control procedures (both hard copy and electronic filing) for all reports, project narrative and financial documents, knowledge products;
Compile, copy and file all project reports;
Perform other duties related to personnel, administrative and financial issues of project as required.

3) Ensures facilitation of knowledge building and knowledge

Participate in the organization of training for the office staff on programme/operations related issues;
Provide sound contributions to knowledge networks and communities of practice

The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that:

Human rights and gender equality is prioritized as an ethical principle within all actions;
Activities are designed and implemented in accordance with "Social and Environmental Standards of UNDP";
Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
Differentiated needs of women and men are considered;
Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.


Core Competencies:

Innovation: Ability to make new and useful ideas work

Level 3: Adapts deliverables to meet client needs

Leadership: Ability to persuade others to follow

Level 3: Proactively seeks and recognizes contributions of others

People Management: Ability to improve performance and

Level 3: Appropriately involves team in different stages of work and decision-making

Communication: Ability to listen, adapt, persuade and transform

Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation

Delivery: Ability to get things done while exercising good judgement

Level 3: Takes responsibility for addressing critical situations and delivering core value



Project Management: Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Risk Management: Ability to identify and prioritize risks, and organize action around mitigating them.

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Knowledge Management: Ability to capture, develop, share and effectively use information and knowledge

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Financial reporting: Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work.

Required Skills and Experience

Education :

Bachelor’s degree with 4 years of experience in administrative work, accounting/finance, economics, or other relevant area. Or a high school certificate with additional three years of experience can be accepted in lieu of bachelor degree.

Work experience :

At least 4 years of experience (with bachelor’s degree) or 7 years (with High School Certificate)

Ability to use information and communication technology (ICT) as a tool and resource, experience in the use of computers and office software packages (MS Word, Excel), and knowledge of spreadsheet and database packages; experience in handling web-based management systems; is required.

Experience with PeopleSoft/ATLAS, knowledge of IPSAS, is an asset;
Working experience in the United Nations system, particularly with UNDP in emergency and recovery programme, is a strong an asset.

Knowledge of UNDP programme management procedures and policies, including experience with Atlas (Resource Management System) is an asset.

Required Language(s):

Fluency in English and Arabic, both written and oral

Important Notice:

The incumbent of the position will be required to enroll in and pass level 1 of the UNDP Finance Training

Certification Programme during the first year of the appointment, failure to pass level 1 of the certification will serve as grounds for non-extension of the contract.


Important applicant information

All posts in the SC categories are subject to local recruitment.

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