UNDP
Administrative and Finance Associate [Open to internal and external applicants]
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Tiered Approach
In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:
- Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
- Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
- Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
- Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates
Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.
Background
The UNDP Peace and Stabilization Programme Team, through the recently concluded camp transformation project, conducted consultations with various stakeholders including the Joint Peace Mechanisms, particularly the Task Force on Decommissioned Combatants and their Communities or TFDCC, and has identified the following needs for future programming: (a) need for a consolidated database and management system to inform, manage and document socio-economic services for DCs and their communities; (b) need to align case management work and service delivery within the mechanisms and timeline of the CAB; and (c) support delivery of socio-economic interventions for DCs, their families and communities. To ensure continuity in the efforts and programmes implemented in the past years, the UNDP has collaborated with The World Bank (WB) to co-develop the Project “Unifying Pathways, Linkages and Inclusive Facilitation of Transformative Services for Decommissioned Combatants (UPLIFT DC),” a project to support the government’s initiatives to help transition the former combatants in BARMM. The Project will be funded by the multi-donor trust fund the Bangsamoro Normalization Trust Fund, managed by The World Bank. The project objectives are as follows: (a) to strengthen information and case management for the decommissioning of MILF combatants, to enable more coordinated service provision and better monitoring and (b) to strengthen the livelihoods and wellbeing of Decommissioned Combatants (DCs) and their families through the provision of targeted services and support.
There will be three (3) components of the project namely:
- Component 1: Establishment and operationalization of an Information, Advisory, and Referral Services (IARS) System
- Component 2: Strengthening of case management system and capacity building for social workers and parasocial workers
- Component 3: Delivery of socio-economic services to selected male and female Decommissioned Combatants
To ensure that the interventions are appropriate to the target areas, the project is seeking an Administrative and Finance Associate who is based in Marawi 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.
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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 be deemed necessary.
The Administrative and Finance Associate will be directly responsible for completing the below set of tasks within allotted, agreed-upon timeframes:
Ensure efficient finance and admin support to the project team
- 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.
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Support partnerships and resource mobilization.
- Establish and maintain contacts and cooperation with the relevant UN Agencies, government institutions, NGOs, tertiary institutions, partners, and other relevant stakeholders.
- Provide support in updating the database of the relevant public and development partners, and other stakeholders who are counterparts for the project.
- Ensure regular communication and coordination with partners, project counterparts, stakeholders, and beneficiaries; and develop and maintain effective mechanisms for integrating and responding to their feedback and insight.
- Support creation of high quality information and visibility of the project activities among the stakeholders; and ensure careful selection of communication tools and tailoring the messages to take into account the overall socio-political and development context in host countries.
- Undertake horizon scanning and explore opportunities for resource mobilization in consultation with direct supervisor.
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
Business Management
- Project Management - Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
Partnership management
- Relationship management - Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding
- CSO engagement - Knowledge and understanding of CSOs and the ability
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