Administrative and Finance Assistant, Albania

Organization: UNDP - United Nations Development Programme

Country: Albania

City:

Office: UNDP - United Nations Development Programme in

Closing date: Saturday, 7 January 2023

Job Identification : 7564

Locations : Albania Tirana, Albania

Posting Date : 12/23/2022, 01:34 PM

Apply Before : 01/07/2023, 04:39 PM

Job Schedule : Full time

Agency : UNDP

Grade : NB2

Vacancy Type : National Personnel Service Agreement

Practice Area : Governance

Contract Duration : 1 Year with Possibility for extension

Education & Work Experience : Bachelor’s Degree - 2 year(s) experience OR High School certificate- 5 year(s) experience

Required Languages : Albanian and English

Vacancy Timeline

2 Weeks

Job Description

Office/Unit/Project Description

"Strengthen national and local systems to support the effective socio-economic integration of returnees in the Western Balkans" project is part of the IPA II Multi-Country Action, EU support to Fundamental Rights of Roma Community, and Reintegration of Returnees, entrusted to the World Bank, UNDP and the CoE. Its overall objective is to support effective reintegration of vulnerable returnees from the EU with particular attention to Roma. The specific objective is to enhance the capacity of Western Balkan authorities at central and local level to implement successful returnee reintegration policies and respond effectively to the needs of vulnerable returnees.

Multi-dimensional vulnerabilities of returnees will be addressed by promoting holistic solutions of their immediate and longer-term needs through a mix of technical assistance, strategic advisory and institution building support. Moreover, the proposed activities will address the systemic gaps and institutional bottlenecks for effective governance of the process of returnees‘ integration. Bearing in mind that Roma constitutes a large proportion of irregular migrants, results of the project will contribute to the implementation of the broader Roma inclusion agenda.

Success of the Action shall be measured by its impact on the social and economic wellbeing of returnees and their family members as well as by the level of integration of the tested models and approaches into national policies and local programmes for promotion of economic empowerment and social protection. Moreover, the Action will contribute to the socio-economic recovery of IPA beneficiaries from the devastating consequences of COVID-19 pandemic on local economies and vulnerable households.

Scope of Work

The Finance and Administrative Assistant will work under the supervision of the "Strengthen national and local systems to support the effective socio-economic integration of returnees in the Western Balkans" Programme Coordinator and will assist in the overall management of financial and administrative services. S/he administers and executes processes and transactions ensuring high quality and accuracy of work and promotes a client, quality and results-oriented approach. S/he works in close collaboration with the Operations, Programme and project staff in the UNDP Country Office to exchange information and ensure consistent service delivery.

The main duties and responsibilities of the Finance and Administrative Assistant include the following: Finance

Full compliance with UNDP rules and regulations in regard to financial processes;
Timely 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;
Implement the control mechanisms for project through monitoring budgets preparation and modifications;
Contribute to the preparation of periodic financial reports required by UNDP, government and donors;
Liaise with the UNDP Country Office to request payments, verify financial reports, budget revisions, receipts of contributions;
Preparation of financial information and budgets leading to the formulation of the AWPs;
Ensure proper control of the supporting documents for payments, review of financial reports in accordance with UNDP rules;
Preparation of all types of vouchers including PO vouchers and payment execution;
Prepare and submit payment requests with proper support documentation to UNDP CO;
Provide financial monitoring over project commitments and expenditures and assist the Programme Coordinator in assuring proper project delivery;
Assist programme management on project budget status;
Assist in preparing quarterly and annual work plans and budgets, progress and financial reports to be submitted to UNDP;
Be a buyer and general user in ATLAS/ Quantum functions;
Control the accounts regarding allocations and expenditures and make adjustments to optimize the utilization of funds.

Human Resources

Assist with provision of supporting documentation required in term of human resources services, including preparation of Requests for Contract;
Assist in the preparation of draft job descriptions, vacancy announcements, compiling matrixes in consultation with the Programme Coordinator;
Full compliance with UNDP rules and regulations in regard to HR processes;
Supervise/coordinate the work of the cleaning work, and the driver;
Monitor monthly attendance and leave applications;
Prepare and submit travel documents in accordance with UNDP requirements;
Maintain and monitor monthly and annual Project staff attendance records for submission to CO;
Prepare the new vendor forms or update the existing ones.

Procurement & Office Management

Ensure full compliance of procurement activities with UNDP rules, regulations, policies and strategies;
Assist in preparing procurement plan;
Follows up on the procurement delivery schedule;
Ensure full accountability, transparency and principle of competition;
Participate at review of procurement processes conducted by the project;
Assist in preparing bidding papers in accordance with UNDP requirements and UNDP user guide;
Work in close cooperation with the operations and programme in the Country Office in resolving complex procurement -related issues and to exchange information and ensure consistent service delivery;
Assist with the organization of workshops, training events and meetings. This includes preparing background materials, working papers, preparing budgets, coordinating travel and lodging of participants, selecting, coordinating and monitoring service providers, recruitment and payment of resource persons, drafting related correspondence and reports;
Deal with the procedures for lease agreements, contracts for services and institutional contracts;
Deal with CAP submissions and ACP submissions;
Ensures proper control of Action assets;
Prepare the inventory reports;
Follow up with the project inventory in the Atlas system;
Back-stop the work of the Programme Coordinator/Outcome Coordinators;
Organize a filing system, maintain records and files in accordance with UNDP Albania filing policy.

Procurement & Office Management

Support administrative-financial closing of the projects;
Perform secretarial services during Project Board meetings and day to day project activities;
Additional requests originating from the Cluster.

Institutional Arrangement

The Administration and Finance Assistant will directly report to the Programme Coordinator. (Annex 1 attached).

Competencies

Core

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

Thematic Area

Name

Definition

Administration & Operations

Assets management

Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain 16 UNDP | People for 2030 - Competency Framework - Technical Competencies Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run APAM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information

Administration & Operations

Events management (including retreats, trainings and meetings)

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Audit & Investigation - General

Financial and Managerial Accounting and Finance key concepts

Key concepts and principles of financial accounting, interpret financial analysis, managerial accounting, etc.

Business Development

Knowledge Generation

Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need

Business Management

Working with Evidence and Data

Ability to inspect, cleanse, transform and model data with the goal of discovering

useful information, informing conclusions and supporting decision-making

Business Management

Customer Satisfaction/Client Management

Abilityto 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. Provide inputs to the development of

customer service strategy. Look for ways to add value beyond clients‘ immediate

requests. Ability to anticipate client’s upcoming needs and concerns.

Audit & Investigation - Investigation

Procurement concepts, processes, and management

Knowledge of procurement processes and management

Minimum Qualifications of the Successful NPSA

Min. Academic Education

Secondary education or

Bachelor degree in economics, finance, business administration or other related fields will be given due consideration

Min. years of relevant Work experience

Minimum 5 years of relevant experience in project/programme support services and financial management and reporting with Secondary education or 2 years with Bachelor Degree

Previous experience with international organizations and multi-partner coordination and good knowledge of UN policies and procedures relating to the administrative and finance functions.

Excellent computer skills in Windows environment, knowledge of internet communications and command of MS Office applications (Word, Excel, and Power Point)

Previous experience organization of workshops, training events and meetings, such as preparing background materials, working papers, budgets, coordinating travel and lodging of participants, selecting, coordinating and monitoring service providers, recruitment and payment of resource persons, drafting related correspondence and reports.

Desired additional skills and competencies

Required Language(s) (at working level)

Very good knowledge of English and Albanian.

Professional Certificates

n/a

Travel:

Travel to other locations outside of Tirana will be required rarely.

The following documents shall be required from the applicants:

Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.

A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.

Link to the organization’s job posting: https://unjobs.org/vacancies/1671886142984