Administrative and Finance Associate

Details

Mission and objectives

UNDP has been working across Afghanistan for more than 50 years on challenges related to climate change and resilience, gender, governance, health, livelihoods and rule of law. Guided by the government and its Development Councils, our work is fully aligned with the Afghanistan National Peace and Development Framework and National Priority Programmes, and is carried out in close coordination with partner UN agencies under the One UN Framework. As the UN’s development network, we connect the Afghan government and people with the resources and information they need to drive their own development according to their own priorities, as well as to achieve the Sustainable Development Goals.

Context

UN Volunteers should be provided equal duty of care as extended to all host entity personnel. Host entity support to the UN Volunteer includes, but is not limited to: • Introductory briefings about the organisation and office-related context including security, emergency procedures, good cultural practice, and orientation to the local environment. • Support with arrival administration and official processes as required. • Structured guidance, mentoring and coaching by a supervisor including a clear workplan and performance appraisal. • Access to office space, equipment, IT support and any other systems and tools required to complete the objectives of the assignment including a host entity email address. • Access to shared host entity corporate knowledge, training, and learning. • Ensure that UN Volunteers are provided all necessary security measures as per the United Nations Security Management System (UNSMS). • Leave management. • DSA for official travel, when applicable. • All changes in the Description of Assignment occurring between recruitment and arrival or during the assignment need to be formalized with the United Nations Volunteer Programme. • Investigate misconduct: sharing reports with the UNV. • Provide emergency assistance, e.g., the death of volunteer or medical evacuation, in collaboration with UNV. Accept letters of guarantees or potential liabilities for covering medical costs not claimable under medical insurance in extraordinary situations (e.g., isolation facilities` services during pandemics).

Task description

Within the delegated authority and under the supervision of “Digital Solutions for Recovery” Project Manager or his/her designated mandated representative(s), the UNV Administrative and Finance Associate will: 1. Provide accounting and finance support to LITACA and “Digital Solutions for Recovery” projects: • Ensure full compliance of financial activities and records with UNDP rules, regulations, policies, and procedures • Processing of financial documentation (vouchers, GLJEs (ZDI), supporting documents, etc.) and maintaining internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas, travel claims, and staff entitlements are duly processed • Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers • Presentation of information on the status of financial resources as required • Management of cash receipts and petty cash • Proper receipting of goods and services and establishment of accruals • Ensure that an orderly and systematic filing system is maintained in the finance unit for efficient and timely retrieval of files. Maintenance of the proper filing system, including hard and soft copy ones, for financial records and documents. Retrieve files or documents as necessary • Print, scan vouchers and financial documents 2. Support project planning and annual workplan formulation • Prepare inputs to formulation of annual workplans • Provide inputs to detailed implementation plans • Assist in formulation of budgets • Assist in formulation of procurement and HR plans • Assist in revision of annual workplans, periodic revisions of procurement/HR plans ensuring that plans are updated in a timely manner 3. Provide administrative support to the project for efficient project management, according to UNDP procedures • Assist in facilitating missions to the region logistically including airport pick-ups, accommodation arrangement, and support to agenda preparation. • Assist in organizing office meetings and minutes writing and disseminate information to regional staff regularly. • Maintain up-to-date office and programme files, online and ensure that key documentation is saved and organized in UNDP SharePoint. • Prepare various contractual documents related to the procurement of goods and services, ensuring adequate protection of the interest of the programme, and follow-up on the status of contracts. • Provide support in administering recruitment and procurement of goods and services, in accordance with UNDP rules and procedures. Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities: • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day). • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country. • Provide annual and end of assignment self-reports on UN Volunteer actions, results, and opportunities. • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc. • Assist with the UNV Buddy Programme for newly arrived UN Volunteers. • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.