Join the UN Women as a Project Admin & Finance Associate in Tbilisi, Georgia!
Join UN women team in Tbilisi, Georgia, as a Project Admin & Finance Associate! This is a fantastic opportunity to support project management and finance operations while making a meaningful impact. Be part of a dynamic environment where your skills can shine!
The Project Admin & Finance Associate Job Info
Job Identification: 23754
Posting Date: 01/27/2025, 05:10 PM
Apply Before: 02/11/2025, 06:59 AM
Job Schedule: Full-time
Location: Tbilisi, Georgia
Agency: UNDP
Grade: NPSA-6
Vacancy Type: National Personnel Service Agreement
Practice Area: Governance
Bureau: Regional Bureau for Europe and the CIS
Contract Duration: 1 Year with Possibility for Extension
Education & Work Experience required for the Project Admin & Finance Associate
- Bachelor’s Degree with 3 years of experience, or
- High School Certificate with 6 years of experience
Required Languages: Georgian, English
Vacancy Timeline: 2 Weeks
The Project Admin & Finance Associate Job Description
Background
At UNDP, we prioritize Diversity, Equity, and Inclusion. We celebrate the diverse nations and cultures we engage with. We empower all personnel to contribute to our mission. Our ‘leave no one behind’ approach aims to increase representation of underserved populations. We strongly encourage individuals from marginalized groups to apply. For more about our values, visit our website.
UNDP does not tolerate any form of sexual exploitation, abuse, harassment, or discrimination. Selected candidates will undergo rigorous reference and background checks.
UNDP Georgia, in partnership with the Office of the High Commissioner for Human Rights (OHCHR), is implementing a 40-month project called “Human Rights for All” (HR4All) – Phase 3. This initiative, supported by the European Union and the United Nations, aims to enhance human rights protection for all in Georgia. It focuses on vulnerable populations and aligns with Georgia’s international obligations.
Additionally, UNDP is managing the “4th Funding Round of UNPRPD – Leave No One Behind.” This project advances the rights of persons with disabilities in Georgia, following the Convention on the Rights of Persons with Disabilities.
We invite eligible candidates to apply and join our team of dedicated professionals. Your main role will be to promote human rights for all in Georgia. Under the daily supervision of the Project Manager, the Project Admin and Finance Associate will provide programmatic, administrative, logistical, and financial support to the Spotlight Initiative team. You will work closely with project staff and the UNDP Operations team. Your focus will be on identifying bottlenecks, clarifying procedures, and escalating complex issues as needed.
Key Functions of the Project Admin and Finance Associate
The Project Admin and Finance Associate will be responsible for several key functions.
1. Project Planning, Management Support, and Annual Work Plan (AWP) Formulation
- Provide Inputs: The Associate will offer inputs for detailed implementation plans. They will also assist in formulating budgets and procurement and HR plans.
- Assist with AWPs: They will help revise AWPs and periodically update procurement and HR plans. This will occur in close coordination with the UNDP Country Office’s Programme, HR, and Procurement Teams.
- Logistics Coordination: Additionally, the Associate will arrange logistics for workshops. They will prepare agendas by consulting with relevant stakeholders.
- Meeting Support: The Associate will take minutes during program and project meetings. They will also draft research reports as required.
2. Project Implementation
The Project Admin & Finance Associate will also :
- Timely Actions: The Associate will initiate procurement actions for individual contractors, goods, works, and services. They will also manage recruitment according to HR and procurement plans.
- Recruitment Preparation: They will prepare recruitment and contracting requests in the UNDP format. This ensures compliance with Country Office SOPs.
- Documentation: The Associate will compile supporting documents for procurement and recruitment processes. They will ensure that all documents are complete and in line with SOPs.
- Procurement Processes: The Associate will create e-requisitions in ATLAS/QUANTUM to initiate procurement processes. They will ensure the accuracy of the Chart of Accounts (COAs) and follow up with senior management for approvals. If needed, they will revise e-requisitions.
- Pending Actions: The Associate will promptly follow up with CO units on pending actions. This includes finance, procurement, recruitment, travel, and transportation.
- Travel Coordination: They will create e-requisitions for travel and prepare travel authorizations (TAs). After preparing them, they will submit TAs to the UNDP CO Travel Unit, following SOPs.
- Payment Requests: The Project Admin & Finance Associate will prepare payment requests and submit them to the Country Office. They will ensure the accuracy of COAs for all requests.
- Receipt Preparation: They will prepare receipts in ATLAS/QUANTUM and maintain a General User profile in the system.
3. Project Administration
- Driver Management: The Associate will arrange the work plan for drivers. They will supervise its implementation and ensure proper maintenance of vehicle logs.
- Project Maintenance: They will oversee the maintenance of project premises, including furniture, space, and equipment. The Associate will ensure that UNDP assets are properly marked.
- Personnel Monitoring: The Associate will monitor leave for local and international project personnel. They will maintain accurate records and online systems.
- HR Notifications: They will promptly notify the Country Office Human Resources about the separation of project staff.
- Asset Management: The Project Admin & Finance Associate will update the Current Assets sheet monthly. They will implement asset transfers in coordination with the UNDP Country Office Administrative Services Unit.
- Security Arrangements: They will implement security measures in project premises under the supervision of the UNDP Country Office Security Team.
- Supply Management: The Associate will maintain project supplies and initiate procurement as necessary.
- Inventory Counts: They will facilitate periodic asset, inventory, and supplies counts by the Counting Teams.
- ICT Coordination: The Project Admin & Finance Associate will coordinate ICT support for the project with the UNDP Country Office and the ICT helpdesk.
- Filing System Maintenance: Lastly, they will maintain the project’s filing system.
4. Institutional Arrangement
Under the overall guidance of the Project Manager, the Associate will provide project support. They will also ensure quality assurance to facilitate successful project implementation.
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 Required for the
1. Business Development – Knowledge Generation
The Project Admin & Finance Associate should possess the ability to research effectively. They must turn information into useful knowledge that is relevant for content or responsive to stated needs.
2. Business Management – Working with Evidence and Data
The Associate must be skilled in inspecting, cleansing, transforming, and modeling data. Their goal should be to discover useful information that informs conclusions and supports decision-making.
3. Administration and Operations – Travel Policy and Procedures
Knowledge of travel policies and procedures is essential. The Associate should be able to interpret travel policies, Staff Rules, administrative circulars, and financial regulations related to travel matters.
4. Finance – Accounting (General)
The Project Admin & Finance Associate should understand accounting concepts, principles, frameworks, standards, regulations, and policies. They must apply this knowledge to strategic and practical situations.
5. Finance – Budget Management
The Associate must support the budgetary aspects of the work planning process. They will be involved in drawing and managing team budgets effectively.
6. Finance – Financial Reporting and Analysis
The Project Admin & Finance Associate should understand changes in regulatory, legal, and ethical frameworks for financial reporting in the public sector. They must extract and evaluate financial data, derive relevant findings, and present them coherently to facilitate decision-making and performance monitoring.
Additionally, they should recognize the benefits of integrated reporting. This includes non-financial resources such as human, social, and intellectual capital, as well as environmental and governance performance.
7. Finance – Management and Cost Accounting
The Project Admin & Finance Associate must produce periodic qualitative and quantitative performance reports. This will facilitate effective decision-making and performance monitoring. They should also use various costing techniques and analyze cost-related data to provide quantitative information for report users.
Required Skills and Experience for the Project Admin & Finance Associate
Education
- Minimum Education Requirements:
- Secondary education with a specialized certificate in administration or finance is required.
- A Bachelor’s degree or equivalent in Business Administration, Public Administration, Human Resources, Finance, or related fields is desirable.
Experience
- Minimum Years of Relevant Work Experience:
- A minimum of 6 years of relevant work experience with secondary education or 3 years with a bachelor’s degree is required. This experience should be in program development, administration, and finance within the private sector or with national or international organizations.
- Experience in project cycle management in either the public or private sector or international organizations is essential.
- Proficiency in Microsoft Office, Windows-based applications, integrated web-based management systems, spreadsheets, and databases is required.
- Experience in managing data, documents, correspondence, and reports, as well as workflow, is necessary.
Required Skills
- The Project Admin & Finance Associate should be able to generate new and useful ideas for work.
- They must possess the ability to persuade others to follow their lead.
- Additionally, they should be skilled in improving performance and satisfaction.
- The ability to listen, adapt, persuade, and transform is also essential.
- The Associate must demonstrate good judgment while getting things done.
- They should plan and prioritize work duties effectively, even under pressure and tight deadlines.
Desired Skills
- The Associate should understand the main processes and methods relevant to the position.
- They must possess basic knowledge of organizational policies and procedures related to the role and apply them consistently.
- The ability to identify new and better approaches to work processes is important. They should incorporate these approaches into their work.
- Striving to keep job knowledge up to date through self-directed study and other means of learning is essential.
- The Project Admin & Finance Associate should demonstrate good knowledge of information technology and apply it in work assignments.
- Experience in managing budgets and finances for complex projects, programs, or initiatives is an asset.
- Previous experience working with UNDP on similar projects is also considered an asset.
Required Language(s)
- The Associate must have excellent knowledge of English and Georgian, both spoken and written.
