Admin and Finance Associate (Open to All Applicants) at UNDP

Aden City, Aden Governorate, Yemen -

Full Time

Start Date

Immediate

Expiry Date

15 Aug, 26

Salary

0.0

Posted On

17 May, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Financial Management, Budget Management, Financial Reporting, Procurement, Administrative Support, Quantum, Atlas, MS Word, MS Excel, Audit Risk Management, Resource Management, Project Management, Gender Mainstreaming, Logistics Support, Internal Controls, HACT

Industry

International Affairs

Description

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. 1. Project Description Yemen’s southern coastline (spanning Shabwah, Hadramaut, Lahj, and Taiz governorates) is of immense global and regional ecological importance. This coastal zone lies at the confluence of the Red Sea and the western Indian Ocean, forming part of a globally significant marine ecosystem renowned for its rich mosaic of habitats, high species diversity, and many endemic species . Its waters sustain vibrant coral reefs, extensive seagrass beds, and scattered mangrove forests, which collectively harbor extraordinary biodiversity. More than 300 species of reef-building corals and 1,300+ species of fish inhabit the Red Sea–Gulf of Aden region, alongside ~170 bird species, 20 species of marine mammals, and countless invertebrates . Yemen’s shores provide critical nesting and feeding grounds for endangered five sea turtle species as well as vital stopover sites for seabirds and habitat for charismatic species like dolphins and reef sharks. Such natural wealth underpins the global conservation value of Yemen’s southern coast, marking it as an ecological hotspot that contributes significantly to the planet’s marine and coastal biodiversity heritage . Equally important is the role of these coastal and marine ecosystems in bolstering climate resilience and sustainable development for the region. Fringing coral reefs and mangrove-lined bays serve as natural storm barriers, protecting coastal communities from erosion and extreme weather by dissipating wave energy. In addition, healthy wetlands and coral reefs stabilize coastal line and sustain water quality, while extensive seagrass beds and coral nurseries support fisheries that are the lifeblood of local livelihoods. Indeed, Indigenous Peoples and Local Communities (IPLCs) along this coastline have for generations depended on artisanal fisheries (supporting ~1.7 million people and employing 20% of coastal population) and mangrove wood harvesting for their sustenance and economic well-being. Many coastal villages derive their primary income and food security from the sea, meaning that intact ecosystems are directly tied to community resilience and cultural heritage . Moreover, community-led ecotourism initiatives are increasingly offering alternative livelihood opportunities that both generate income and reinforce economic importance of coastal and marine ecosystems. Yemen’s coastal ecosystems, despite their high conservation, economic and adaptation value, face escalating threats requiring urgent, targeted interventions. Habitat loss and degradation are already severe: e.g., mangrove cover in parts of the Red Sea and Gulf of Aden has plummeted from approximately 40 km² in the late 1900s to around 19 km² by 2019, driven by logging, coastal construction, and unsustainable development . Overexploitation of marine resources continues unabated, depleting fish, invertebrate, and shark populations, and undermining marine ecosystem health: e.g., fish catches in Yemen have dramatically dropped—from approximately 400,000 tons in 1993 to just 50,000 tons in 2023 . Pollution further intensifies these pressures, including oil spills from tankers and plastic and solid waste accumulation on beaches, in mangroves, and lagoons. Meanwhile, climate change compounds these threats. Warming seas are fueling unprecedented coral bleaching affecting approximately 35% of the coral reefs in the Yemen waters  . Additionally, rising sea levels are projected to inundate Yemen’s coastal landscapes, with up to 0.2 m of rise by 2050 and 0.67 m by 2100 in key areas like Aden, threatening mangroves, wetlands, infrastructure, and freshwater supplies . Yemen’s ability to address coastal biodiversity threats is severely hindered by prolonged conflict, economic collapse, and weak governance, which have eroded enforcement capacity and drained resources for environmental management. Fragmented institutions, limited technical expertise, and insufficient scientific data further constrain effective planning and monitoring. High community dependence on natural resources for livelihoods, combined with security challenges in some areas, exacerbates habitat degradation, while low public awareness limits grassroots engagement in conservation. There are no Protected Areas established and no ongoing conservation initiatives in the Yemen’s southern coastline spanning Shabwah, Hadramaut, Lahj, and Taiz governorates. Without swift action, the region could suffer irreversible loss of species and the collapse of services that buffer communities from climate extremes. This critical situation justifies urgent GBFF investment to safeguard and restore Yemen’s coastal ecosystems. The proposed initiative is designed as a timely response that aligns with the Kunming–Montreal Global Biodiversity Framework (GBF) Targets: it will promote integrated spatial planning (Target 1) to curb biodiversity loss, drive coastal ecosystem restoration of degraded mangroves, and lagoons (Target 2), expand conserved areas and ecological connectivity along the coast (Target 3) and ensures that conservation is coupled with the sustainable use of biodiversity by IPLCs (Target 5). The GBFF project Objective and Strategies The suggested project Objective is to enhance biodiversity conservation in Yemen’s coastal governorates (Shabwah, Hadramaut, Lahj, and Taiz) by establishing protected area network, restoring critical coastal ecosystems, and empowering local communities. The Objective is going to be achieved through implementation of four project strategies (Components): * Component 1: Strengthening coastal and marine ecosystem conservation in Yemen through the establishment of new Protected Areas; * Component 2: Restoration of coastal ecosystem having high biodiversity conservation, economic, and adaptation value; * Component 3: Blue and green livelihoods for coastal IPLCs contributing to biodiversity conservation and ecosystem restoration; and * Component 4: Awareness campaign, knowledge management, and lessons learning. UNDP seeks to recruit an Admin and Finance Associate to support the implementation of the project described above. 2- Scope of Work Under the direct supervision of the Project Manager, the Admin & Finance Associate will provide support and services ensuring high quality, accuracy, and consistency of work. He/She will work in close collaboration with the project staff, operations, and programme as required to exchange information and support project delivery. She/he will provide administrative, financial, and programmatic support as guided by the Project Manager. Summary of Key Functions: 1. Financial Management and Implementation of Operational Strategies. 2. Provide administrative, travel and logistical support. 3. Ensure facilitation of knowledge building and knowledge. 4. Gender Equality and Women’s Empowerment. 1-Financial Management and Implementation of Operational Strategies: * Ensure full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system, and follow-up on audit recommendations; implementation of effective internal controls, and proper functioning of a client-oriented financial resources management system. * Support the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs). * Ensure control of the supporting documents for payments, prepare documents for vendors in Quantum; assistance in managing the project management and payments. * Maintain the internal expenditure control system, which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Quantum and that travel claims and other entitlements are duly processed. * Take timely corrective actions on un-posted vouchers, including vouchers with budget check errors. * Oversee the overall financial management of the project. * Maintain a complete set of books of account according to the principle of accounting and update it daily. Ensure the accuracy of supporting documents. * Monitor budget implementation and determine/recommend reallocation of funds when and where necessary. * Follow up on activities and monitor advances balances and verify availability of funds for project activities. * Verify the accuracy of Combined Delivery Reports. * Prepare monthly shadow budget for tracking the delivery of the project. * Serve as audit focal person. Manage annual audit exercise, prepare necessary documents, prepare audit follow-up action plans, and ensure that the action plan is implemented. * Prepare timely and accurate Quarterly Expenditure Reports to be attached to Progress Reports. * Provide support in preparing annual and quarterly work plans and budgets in consultation with the Project Manager. * Enter accurately the Annual Work Plan (AWP) and subsequent budget revisions along with Multi-Year Budgets in Quantum for endorsement by the Country Office. * Prepare and modify budgets for the project. * Support in implementing of harmonized approach to cash transfer (HACT) with Responsible Parties to implement project activities. * Analyze budget and expenditure and suggest measures to improve delivery, as required. * Undertake physical verification of all assets and update records. * Assist in undertaking all tasks related to ensure proper documentation for timely audit of the project. * Maintain accurate financial and personnel records of the project as required by the project. * Manage all correspondence related to finance-related matters. 2- Provide administrative, travel and logistical support: * Maintain files related to personnel, finance, procurement, administrative, logistical, project matters. * Manage procurement processes, including but not limited to drawing up specifications for the equipment as per project requirements; maintain and update an inventory and ensure proper operation, maintenance. * Provide administrative support to organization of conferences, workshops, and trainings. * Arrange travel and hotel reservations, preparation of travel authorizations. * Prepare and handle the routine correspondence related to general administration, procurement, security and personnel matters, faxes, memoranda and reports in accordance with UNDP rules and procedures. * Management of project documentation. * Collect and review financial reports and any supporting documents submitted by responsible parties of the UNDP component. * Manage document/ filing control procedures (both hard copy and electronic filing) for all reports, project narrative and financial documents, knowledge products. * Compile, copy and file all project reports. * Perform other duties related to personnel, administrative and financial issues of project as required. 3-Ensure facilitation of knowledge building and knowledge: * Participate in the organization of training for the office staff on programme/operations related issues. * Provide sound contributions to knowledge networks and communities of practice 4- Support Gender Equality and Women’s Empowerment: * Support gender mainstreaming in the implementation of admin and finance policies and regulations. * Support the institutional and technical capacity of the project team and stakeholders on gender responsive operations. * Ensure coordination with the gender officer/focal points to dedicate and keep track of the required gender expenditures to the unit. The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that: * Human rights and gender equality is prioritized as an ethical principle within all actions. * Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”. * Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, and gender are respected within all implementations including data production. * Differentiated needs of women and men are considered. * Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization 3- Institutional Arrangements The Admin & Finance Associate will be based in UNDP’s sub-office in Aden. 5. Competencies Complete the Competencies section for each set of competencies as follows: Core Achieve Results: * LEVEL 1: Scale up solutions and simplifies processes, balances speed and accuracy in doing work * LEVEL 1: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking Think Innovatively: Learn Continuously * LEVEL 1: Go outside comfort zone, learn from others and support their learning Adapt with Agility * LEVEL 1: Adapt processes/approaches to new situations, involve others in change process Act with Determination * LEVEL 1: Able to persevere and deal with multiple sources of pressure simultaneously Engage and Partner * LEVEL 1: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships Enable Diversity and Inclusion * LEVEL 1: Facilitate conversations to bridge differences, considers in decision making People Management (Insert below standard sentence if the position has direct reports.) N/A Cross-Functional & Technical competencies Thematic Area Name Definition Cross-Functional Competencies II. Business Management Project Management Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals Risk Management Ability to identify and organize action around mitigating and proactively managing risks. Resource Management Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity Technical Competencies Finance Budget management Ability to support budgetary aspects of work planning process, drawing and management of team budgets Finance Financial reporting and analysis Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance Finance Anti-fraud and anti-bribery and corruption Anti-bribery and corruption: Understands the policy and best practice relating to anti-bribery and corruption controls and ensures these are implemented and widely understood within the organization. Anti-fraud: Understands the fraud risks faced by public bodies and is able to effectively analyse data to support fraud identification and fraud risk management; understands the fraud risks faced by public bodies and is able to conduct fraud risk assessment and response plan Finance Audit risk management Ability to address audit issues raised in the course of an audit and propose solutions in order to ensure a true and fair audit opinion is achieved. 4- Minimum Qualifications of the Successful NPSA Education requirements * Secondary education is required, OR * A university degree (Bachelor’s degree) in accounting/finance, administrative, economics or relevant related field will be given due consideration, but it is not a requirement. Min. years of relevant work experience Minimum 7 years (with secondary education) or 4 years (with a Bachelor’s degree) of progressive relevant experience in the field of finance and administration is required. Required skills * Proven ability to use information and communication technology (ICT) as a tool and resource, experience in the use of computers and office software packages (MS Word, Excel) and knowledge of spreadsheet and database packages is required. * Experience with resource management systems such as Quantum, Atlas ..etc * Experience in handling web-based management systems is required. Desired skills in addition to the competencies covered in the Competencies section * Knowledge of UNDP programme management procedures and policies, including experience with Atlas/quantum or similar system (Resource Management System) is an asset. * Knowledge and working experience with UNDP, the United Nations system, and INGOs particularly with emergency and recovery programme, is a strong an asset. * Budgeting and financial reporting is a strong asset * Project Finance management is an asset * Procurement and admin support is a strong asset * Knowledge in biodiversity is a a strong advantage Required Language(s) Fluency in English andArabic, both written and oral Professional Certificates N/A 5- The following documents shall be required from the applicants: 1. Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers. 2. A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position. 3. Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials. 6- Annexes to the TOR 1. Links to any relevant (non-confidential) materials that may help candidates gain a better understanding of the office/unit/project context. 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. Use of AI by candidates Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection [https://www.undp.org/careers/using-ai-responsibly-undp-recruitment-and-selection] 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.

Responsibilities

The Admin and Finance Associate provides comprehensive financial management, budget monitoring, and administrative support for a coastal biodiversity project in Yemen. Key duties include managing payments in Quantum, coordinating procurement, and ensuring compliance with UN/UNDP financial rules and audit requirements.