Administrative and Finance Associate (Open to internal and external applica at UNDP

Vientiane Capital, Vientiane Prefecture, Laos -

Full Time

Start Date

Immediate

Expiry Date

18 Oct, 26

Salary

0.0

Posted On

20 Jul, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Financial Management, Budget Monitoring, Procurement, Project Management, Administrative Support, Quantum ERP, Resource Mobilization, HACT, Audit Coordination, Events Management, Microsoft Office, Financial Reporting, Contract Management, Logistics Coordination, English Fluency, Laotian Fluency

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. Background Guided by the global UNDP Strategic Plan (2022 – 2025) and UNDP Country Programme for Lao PDR (2022 – 2026), UNDP in Lao PDR works closely with the line Ministries, mass organizations, civil society, development partners, and the private sector at both national and sub-national levels in pursuit of the national socio-economic development priorities defined in Lao PDR’s five-year National Socio-Economic Development Plan (NSEDP) and Sustainable Development Goals (SDGs). The UNDP’s work is strongly focused on the provision of policy advice and technical support to the Government of Lao PDR in the design and implementation of national legislation and strategies across four broad Priority Pillars – (1) inclusive growth and reduced inequalities, (2) UXO clearance and risk education, (3) natural resources, climate change and disaster risk reduction, as well as (4) effective, responsive, and accountable governance. UNDP has a long history working in Lao PDR. UNDP’s comparative advantage has been its ability to work closely with a very broad range of government and local-level institutions at all levels. The new UNDP country programme is aligned with the NSEDP and is anchored in UNDP’s long-term partnership with the Government of more than three decades. The new programme builds on the achievements of the previous CPD that saw the incorporation of the SDGs into the national planning architecture. It will aim to support Lao PDR recover from the economic and social impacts of the COVID-19 pandemic and continue its transition from LDC status, with a particular emphasis on supporting inclusive growth and reducing inequality. UNDP Inclusive Growth Unit (IGU) The Inclusive Growth Unit at UNDP Lao PDR focuses on reducing poverty, inequality and promoting social inclusion and sustainable financing for equitable solutions. The focus is on sustainable, inclusive and green jobs creation, integrity-based business development, private sector involvement in Sustainable Development Goals achievement, transparent, efficient and inclusive service provision, and equal and equitable access to economic opportunities. It also aims to strengthen policies and institutions that address barriers for the inclusion of vulnerable groups in the labor market, for a conducive business environment and for improved living standards. Additionally, the Unit aims to address the socioeconomic dimensions of recovery through policy and technical support, as well as promoting greater participation by communities and marginalized groups, while promoting innovation and best practices for green growth. UNDP is also focusing on supporting the Government to return to pre-COVID-19 levels of growth and regain momentum in consolidating economic transformation. This is rooted in a theory of change stipulating that if there is improved macro-fiscal management, evidence-based and territorial development planning and prioritization of public investments in social and green sectors, the country will shift to a more inclusive and more environmentally responsible, climate-resilient development pathway. Resilient and gender-responsive social protection systems will protect people from falling back into poverty and ensure development progress, even if disasters and shocks hit. This translates into the CPD outcome: “by 2026, people, especially the most vulnerable and marginalized, will benefit from more inclusive, resilient, transformative, and sustainable socioeconomic and demographic opportunities to reduce poverty and inequalities”. It is also aligned with the National Socioeconomic Development Plan (NSEDP), Vision 2030 and the 10-year Socio-Economic Development Strategy, which are central to the country’s economic restructuring and place great emphasis on economic diversification, innovation, skills and knowledge, green economy and resilience. These strategic plans also prioritize action on renewable natural resources, environmental pollution and waste management, along with environmental fiscal instruments and nature-based tourism that can drive economic growth and help create green jobs. The Finance and Administrative Associate plays a crucial role in ensuring efficient operations, with a strong focus on financial management and programme delivery. Reporting to the Team Leader, key responsibilities include preparing, monitoring, and reporting budgets, tracking expenditures to ensure compliance with financial regulations, and supporting resource mobilization efforts aligned with the Country Programme Action Plan. The Associate also provides comprehensive administrative support — including events management, logistical coordination, and documentation management — to facilitate smooth programme implementation. Additionally, the Finance and Administrative Associate supports capacity-building initiatives and collaborates closely with operations and project staff, particularly the Program Officer and Project Management Unit (PMU), to enhance programme delivery. S/he facilitates communication and knowledge sharing among project teams, stakeholders, and the Country Office, ensuring information is organized and accessible for decision-making. The ideal candidate must have a solid background in financial management, administrative experience, project implementation practices, and strong Microsoft Office skills. The position will be based in in the UNDP Lao PDR Country Office in Vientiane. UNDP Laos is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. People with disabilities, people from ethnic groups and people from other diverse groups are encouraged to apply. Duties and Responsibilities The Finance and Administrative Associate for IGU will work under direct supervision of the Team Lead of the Programme Unit, UNDP Lao PDR Country Office. The Finance and Administrative Associate will be responsible for day-to-day financial as well as administrative activities pertaining to the implementation of assigned project(s). S/He will support all financial and internal control concerns on the project, such as budgeting, raising of vouchers, procurement, updating reporting templates, payments as well as ensuring the implementation of financial and internal controls on the project under direct supervision of the Team Leader and overall guidance of the UNDP Lao PDR operations. The Finance and Administration Associate will ensure the adequate financial controls are in place to maintain propriety and proper accountability of expenditures during project implementation. Key functions and responsibilities Key functions and responsibilities of the Administrative and Finance Associate include: Support to the financial management and procurement of the projects/programme. * Support the team in drafting projects' annual work plans, progress reports, and final reports with financial data for the Project Board, Donor, and Implementing Partners, ensuring compliance with UNDP's Programme and Operations Policies and Procedures (POPP) for all financial and administrative requirements. * Track and control program/project expenditures/disbursement rate against commitments to ensure the conformity with approved AWPs, budget, and corresponding Activities and Expenditure accounts. determining gaps between budgets and expenditures, committed and actual allocated funds to advise POs for taking actions; supporting operation and financial closure of a project in Quantum. * Support project management in the Quantum system: create projects, prepare budget revisions, revise project awards and status, determine unutilized funds, and manage the operational and financial close of projects, including budget checks for requisitions, POs, and vouchers. * Quarterly reviews of project advance requests, ensuring all expenditures are in line with donor agreements, ensured timely liquidation by supporting on finalization of FACE forms and IPOA with accurate and timely financial oversight. * Process payments and provide timely financial reports from systems to projects/programmes for verification, report on delivery to the Team Leader and Country Office, and take corrective actions on unposted vouchers with budget check errors, match exceptions, or unapproved statuses. * Review project financial reports and financial tracking, and maintain the internal expenditures control system to ensure accurate recording and posting of transactions in Quantum, including creating requisitions and registering goods receipts. * In accordance with the Annual Work Plan, arrange procurement of equipment, supplies, and services by creating requisitions in Quantum, and taking timely procurement actions. * Provide support to the recruitment of international and national consultants, contract management processes. organizing technical workshops, training activities, consultations, travel arrangements and procurement of goods and services for projects. * Assist in recruitment processes of the unit by coordinating with the CO’s HR on preparation for job descriptions, classifications, and vacancy announcements. * Ensure compliance with financial procedures and frameworks including participating in Spot Check Monitoring as required. * Supporting the implementation and monitoring of funding agreements, including performing required funding agreement-related work in Quantum as required and delegated. Provision of guidance on policies and procedures to implementing partners (IPs)/Responsible Partners (RPs) * Updating TL, project manager/coordinator/officer (POs) and IPs on changes in financial policies, rules and procedures. * Providing advises, guidance and on-the-spot couching to NIM project personnel on applicable policies and procedures (HACT, Cost Norms, SOPs, POPP) Quality assurance (HACT, M&E): * Supporting POs and IPs in day-to-day monitoring and implementation of project activities to ensure the project progress achievement of results and outputs as planned. * Providing inputs to the auditing of projects, supporting POs and IPs in follows-up on timely implementation of audit recommendation; * Supporting assessments of technical and financial management capacity (micro assessment) on IPs; * Supporting spot-checks on IPs, supporting the coordination of NIM audits and ensuring effective client liaison * Supporting project mid-term reviews and final evaluation including recruitment or consultants, arrangement of working missions/interviews, collecting information and relevant documents, liaising with concerned parties. Support resource mobilization efforts. * Contribute to the planning and project formulation process; develop budget and financial management schem for project concept note and proposals * Analyze track mobilized resources and prepare financial reports. * Review of contributions agreement and follow-up of contributions (cost-sharing) agreements; and * Maintain donor reporting system ensuring timely reporting to donors. Effective and efficient administrative and logistical support to the management of programmes/projects. * Liaise closely with Finance Unit and Programme Support Unit for tracking overall expenditures in relation to commitments and report on delivery status to Unit Head * Support Unit Head in planning and managing the direct project costing (DPC) and tracking incomes and expenditure relating to staff costs of the Unit. * Support to timely monitoring and actions towards satisfactory scorecard performance for the office; * Prepare information for the audit of programmes/ projects and support implementation of audit recommendations. * Support to arranging appointments, organizing meetings/workshops, and staff travel/mission, and following up on actions. * Provide administrative and logistical support on travel requests, travel claim and clearing the dashboard in the systems in collaboration with programme team and the operation team where required. * Serve as the focal point for financial, administrative, operation or substantive matters within the unit or for the Country Office, as needed. * Maintaining, physically verifying and certifying assets and inventory. Support to the communications and knowledge sharing within the Programme and CO. * Draft meeting minutes and letters as required. * Translate and interpret basic documents from Lao into English and vice-versa; * Maintain programme/project files and documents in SharePoint. * Identify sources, gather and compile financial data and information for the preparation of documents, guidelines, speeches and position papers where feasible; and * Updates and maintains the counterpart and partner contact lists. 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 * Resource management. Allocate and use resources in a strategic or tactical way in line with business needs and priorities and principles of accountability and integrity * Project Management. Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals * Monitoring and Evaluation. Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively; Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management and results. Ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming. Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools. Ability to make an independent judgement based on set criteria and benchmarks. Ability to anticipate client's upcoming needs and concerns. Finance * Budget Management. Ability to support budgetary aspects of work planning process, drawing and management of team budgets Administration & Operations * Events Management (including retreats, trainings, and meetings). Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. HR – People strategy and planning * Job design. Ability to design job roles to meet specific organizational objectives. Procurement * Financial Analysis. Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability. Required Skills and Experience Education: * University degree in Finance or Accounting desirable. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage. (The degree must state that the major is in accounting or finance. Degrees in Business Administration or Public Administration are not considered equivalent.)” * Candidates should hold a degree in Business Management; a major in Accountancy is preferred. Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete UNDP Finance Training and Certification Programme (FTCP), if recruited. However, no UNDP Accountancy and Finance Test (AFT) is required. Experience: * A minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of relevant progressively responsible accounting or/and finance or programme/ project experience is required at the national and/or international level. Required skills * Experience in supporting programme/ project team. * Experience in working in a computer environment using multiple office software packages. * Experience using computers and office software packages. * Experience in project management assistance by supporting administrative, operational and logistical processes. * Experience in support financial, procurement and human resources processes. Desired skills in addition to the competencies covered in the Competencies section * Experience in the use of a modern web-based ERP System, preferably Oracle Cloud. * Proven ability to review and edit documents and ability to produce meeting reports with key action. * Experience in supporting resource mobilization. * Experience in supporting financial management of projects. * Experience in handling of web-based management systems. Required Language(s) * Fluency in English and Laotian is required. “#LI-DNI” 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. “#LI-DNI”

Responsibilities

The role manages day-to-day financial and administrative activities for projects, including budgeting, procurement, and expenditure tracking. It also provides logistical support, ensures compliance with UNDP policies, and assists in resource mobilization and reporting.