Post Title: Administrative and Finance Associate (1 post)
Duration: 6 months (with possible extension)
Duty Station: Dili
Contract
Expected Starting date: August 2008
Project: INFUSE – Inclusive Finance for the Under-Served Economy
- Background:
The INFUSE is implemented jointly by UNDP and UNCDF from 2008 to 2012 aiming to contribute to the achievement of the Millennium Development Goals (MDGs), in particular the Goal 1 of cutting absolute poverty in Timor-Leste by one third by 2015, by increasing sustainable access to financial services for the poor and low-income population (“Bottom of Pyramid” (BOP)), both male and female. This project is managed by the Poverty Reduction and Environment Unit (PREU) of UNDP Timor-Leste and UNCDF. The administrative and finance assistant will be responsible for providing administrative support for the smooth implementation of INFUSE and perform the following duties and responsibilities:
B. Duties and Responsibilities:
The Administrative and Finance Associate will be working under the direct supervision of the National Project Officer (NPO) of the INFUSE. The administrative and finance Associate will perform the following tasks:
· Provide assistance to CTA in the administrative matters related to INFUSE
· Provide assistance in recruitment, procurement, payment and reporting activities.
· Preparation of letters, memos, meeting invitations, and other correspondence.
· Maintenance of the filing system ensuring safekeeping of all records, reports, .correspondence.
· Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
· Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
· Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
· Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
· Undertake the accounting works of the project.
· Organize day-to-day financial administration works.
· Organize regular budget revisions updating estimates on expenditures for the current year.
· Prepare quarterly and annual financial reports as per agreed work plan.
· Manage the petty cash
· Ensure procedure compliance and accountable financial management
· Perform any other tasks as may be required by the CTA.
- Competencies and Critical Success Factors:
· Good knowledge of administrative and financial rules and regulations.
· Strong IT skills, knowledge of office software packages and Atlas.
· Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported.
· Ability to review a variety of data identifies and adjusts discrepancies, identify and resolve operational problems.
· Highly self motivated and able to work efficiently with little direction and supervision.
· Strong interpersonal skills and ability to handle visitors, phone calls with tact and courtesy
- Recruitment Qualifications:
· Completion of university degree in office management and administration or secondary education with 5 to 7 years of relevant experience in administration or programme support service is required.
· Specialized training in office management and administration is highly desirable.
· Experience with the UN organization/agency is an asset.
· Fluency in oral and written English and Tetum is essential. Knowledge of Portuguese or Bahasa Indonesia is also an advantage.
Please submit your applications together with curriculum vitae and relevant supporting documents to the following address:
Human Resources Unit
United Nations Development Programme
Obrigado Barracks Compound, Building 11
Caicoli Street
Dili, Timor-Leste
Fax: +670 3313534
E-mail: personnel.tp@undp.org
The deadline for submitting applications is 1 August 2008.
Only short-listed candidates will be notified. Women candidates are strongly encouraged to apply.
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