Admin/Finance Associate (Part-time, 50%) [Open to external applicants]

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

Building on the previous phase of EU4Dialogue, the second phase of the project will continue to build an enabling environment for people-to-people contacts across the divides with a view, in the long term, to support sustainable peace and prosperity in the South Caucasus and beyond. For this purpose, it will seek to enhance human security for conflict and post-conflict affected communities, preserve and create spaces for dialogue, confidence building and will encourage peace education.

The project’s overall aim is to improve both local and regional environments for cooperation and long lasting, sustainable peace through enhanced human security for conflict /post conflict affected communities, supporting community-led peace initiatives, confidence building, dialogue and peace education. For this purpose, the project will strive to empower local civil society to become leaders in addressing the needs of their conflict affected communities, and to stimulate peacebuilding efforts across the conflict contexts.

Duties and Responsibilities

Based in Sukhumi, the Administrative/Finance Associate provides support to project implementation of Abkhazia component, performing a variety of substantive administrative and financial processes ensuring high quality and accuracy of work under the Georgia country-specific component. He/she works in close collaboration with the entire EU4Dialogue project team, UNDP Programme and Operations teams (including HR, Procurement, Finance units), other UNDP project staff and project key partners and grantees to exchange information and ensure consistent delivery of high-level support services complying with UNDP rules and donor’s requirements.

Management of administrative, financial and logistical project arrangements:

• Ensuring full compliance with administrative, financial and logistics activities with UN/UNDP rules, regulations, policies and strategies. 
• Provide support in preparing annual and quarterly work plans and budgets in consultation with the project team.
• Collect and review financial reports and any supporting documents submitted by project responsible parties and grantees. 
• Compile donor financial reports, monitor use of cost sharing funds and other resources. Track and report on project resources. 
• Provide administrative support to procurement and contracting processes, including preparation and compilation of procurement and contract documentation in coordination with the procurement unit.
• Facilitate procurement of consultancy services, goods, and equipment required for project implementation.
• Prepare documents for vendors in Quantum; assistance in managing the project management and payments.
• Contribute to preparation of project recruitment and procurement plans.
• Coordinating and creating travel plans and requests in the system, ensuring accurate and complete data entries. Ensuring that travel profiles are created and up to date for every traveler.
• Liaising with the travel agencies (including LTA contract holders) on the ticket reservations, issuance, amendment, and cancellation.
• Verifying the accuracy of travel entitlements for travel advances and travel claims. Monitoring and following-up on the timely settlements of travel claims in collaboration with the HQ Travel Unit.
• Supporting the organization of national and international conferences, workshops, retreats, missions as well as high-level and working level meetings, including venue reservation, arrangement of catering, ICT and interpretation services, etc.

Daily office management and coordination: 

• Drafting routine correspondence, memoranda, reports, and meeting minutes in accordance with the established procedures.
• Maintaining contact list of strategic partners.
• Maintain project files (original signed project documents, subsequent revisions, personnel, training, procurement, inventory, project budget and revisions, project reports, studies as well as other supporting documentation, correspondence etc. in line with UNDP requirements.
• Collecting and updating information on assets and non-assets management.
• Identifying office ICT and stationery needs and addressing them in a timely manner.
• Facilitating the onboarding of newcomers by sharing relevant information.
• Monitor budget expenditures and maintain a proper record of approved project budgets and their revisions. 
• Prepare proposals for budget revisions (if required). 
• Prepare and submit expenditure and programme budget status reports. 

Ensure administration and implementation of HR policies and processes:

• Ensuring full compliance with UNDP rules, regulations, policies and strategies. Organizing recruitment processes for short-term NPSAs, UNVs, interns, fellows in line with UNDP policies and procedures.
• In coordination with the project teams, prepare documents for Regular PSA recruitment processes.
• Ensure proper and timely contract management in coordination with the Hiring Managers and CO, when required.
• Maintain the project staffing table and administer project local rosters when relevant.
• Maintain HR records as per relevant UNDP policies and procedures.
• Backstop other team members and perform other duties related to this position as may be required by Supervisor.

Support knowledge building, knowledge sharing and capacity building relevant to the assigned project: 

• Assist preparation of reports by synthesizing lessons learnt and good practices. 
• Participate in training and organize briefings on internal procedures for the project staff.
• Provide support to other capacity building activities, including the design and delivery of tools, materials for workshops, or platforms that tap into the collective intelligence of communities and mobilize action.
• Provide support in the dissemination and sharing of relevant data and lessons learned within the CO and regionally. Keep pulse on emerging best practices nationally, regionally, and internationally that relate to the work of the assigned project.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Project Administrative/Finance Associate works under the direct supervision of the Project Coordination Officer, with matrix supervision of CPR Programme Associate and tight coordination with and Regional Administrative/Finance Associate. 

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 curios, 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 

• Communication:             
  • Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. 
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Business Development              

• Knowledge Generation 
  • Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. 
  • Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. 
  • Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.

Administration & Operations    

• Documents and records management:              
  • Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
• Events management (including retreats, trainings and meetings):              
  • Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Finance              

• Budget management:   
  • Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Procurement  

• Contract management 
  • Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Required Skills and Experience

Education:

• Secondary education is required. 
• University degree (Bachelor’s degree) in Finance, Business or Public Administration, Accounting or similar will be given due consideration but is not a requirement.

Experience:

• Minimum 7 years (with secondary education) and 4 years (with Bachelor’s degree) of relevant professional experience in administration, finance and/or HR/Procurement, programme support service with international and/or donor organizations.

Required Skills:

• Experience with the main processes and methods of work associated with the position.
• Experience in the use of computers, office software packages (MS Word, Excel, etc.), data packages, and web-based management systems such as ERP. 

Desired Skills:

• Experience with UN/UNDP rules and regulations.
• Experience in budgeting and cost analysis.
• Experience in procurement and human resources.
• Experience in handling web-based management systems.

Required Languages:

• Fluency in English and Russian is required.
• Knowledge of local languages spoken across the region will be an asset.

Professional Certificates:

• Certificate in accounting, budgeting or finances will be an asset.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.