Administrative and Finance Associate United Nations Development Programme Experience: Atleast 7 years Manila, Philippines Apply By: 01-01-2025

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Job Description

However, despite the improving economic performance in the region, BARMM still holds the highest poverty incidence in the country. Sulu and Basilan continue to be included in the poorest clusters in 2018 and 2021, with poverty incidence among families recorded at 51.0% and 42.5%, respectively. The BARMM region also has the highest prevalence of food insecurity in the country at 84% with majority of its populations being farmers and fisherfolk, which are traditionally among the poorest and most vulnerable sectors in the country. Despite BARMM registering the highest growth in the value of production in agriculture and fisheries at 7.2% in 2021, and BARMM holding the title as the leading fish producer region nationwide with a 23.8% share to the country’s 4.25 million metric ton fisheries production – in which Basilan, Sulu, and Tawi-Tawi produce most of the region’s harvest –, the economic benefits have yet to trickle down to the household and individual level. According to the 2021 Philippine Fisheries Profile report of the Bureau of Fisheries and Aquatic Resources, fisherfolk from the BARMM region holds the lowest annual income compared to those from other regions, with an income of PHP 142,056 annually, or a monthly average of only PHP 11,838. Worse yet, field anecdotes gathered from leaders of fishing associations in Basilan revealed that most fishers and boat workers can barely earn more than PHP 3,000 per month, driving the fragility of these critical communities.

To support vulnerable, conflict-affected, and underserved Bangsamoro communities across the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM), as well as Bangsamoro communities outside the core territory of the BARMM, the UNDP designed the project on Modelling Livelihood Solutions For Coastal Communities In Basilan (MLSCCB). This project is centered on developing a model of fishery based communities with resilient and profitable fisheries-based livelihoods and enterprises within an enabling environment that promotes sustainable resource utilization and risk-informed, adaptive management and governance. Through this project, UNDP seeks to ensure the enduring vitality of coastal communities depending on fisheries while promoting environmental stewardship. Furthermore, through the provision of support for economic development and resilience building against multiple risks, UNDP seeks to contribute to durable peace and sustainable development in the region.

To ensure that the interventions are appropriate to the target areas, the project is seeking an Administrative and Finance Associate who is based in Zamboanga City. He/She will support the Project Manager and Peace and Stabilization Programme Team through providing administrative, logistics and financial management support for the day-to-day operations of the programme. The Administrative and Finance Associate is tasked to assist in the administrative and financial management aspect of the implementation of project activities, while ensuring high quality, accuracy, and consistency of work. The Administrative and Finance Associate is expected to report daily to the Project Manager. The position holder also demonstrates a client-oriented approach, tact, and ability to work with people of different national and cultural backgrounds. Moreover, the Administrative and Finance Associate works in close collaboration with the UNDP Peace and Stabilization Programme Team, as well as with other UN Agencies, and civil society to successfully implement the activities and is expected to travel to various areas in Mindanao and BARMM.

Duties and Responsibilities

Under the overall guidance of the UNDP Resident Representative and the Team Leader of the Peace & Stabilization Programme Team and through the direct supervision of the Project Manager, the Admin and Finance Associate is also expected to work in close collaboration with the UNDP Peace and Stabilization Programme Team, Cotabato Field Office, UNDP Finance and Procurement Teams and other relevant units in UNDP as may deemed necessary.

The Administrative and Finance Associate will be directly responsible for completing the below set of tasks within allotted, agreed-upon time frames:

Ensures admin, logistics and finance support to the project team by focusing on the achievement of the following results.

Provide support in processing payments to suppliers and consultants promptly. Ensure complete supporting documents are attached to the payment request.
Assist in tracking expenditures of the approved budget, ensuring that funds are available for planned expenditures.
Process documents for cash advances, liquidations, and reimbursements in a timely manner for submission to and approval by the Project Manager and UNDP Peace Team Leader.
Create requisitions in Quantum for the project implementation.
Support efficient management of the project’s administrative, logistical, and procurement system.
Undertake administrative, finance, and procurement procedures, such as travel processing, liquidating cash advances, processing supplier payments, canvassing/collecting price quotations, and paying utilities.
Ensure proper systematic filing and maintenance of office records, such as incoming and outgoing correspondences, calendar of activities, transportation requests, staff leave monitoring, requests for office supplies, reports, etc.
Ensure timely and quality administrative and finance support to project activities.
Coordinate as a focal point for administration, logistics, finance, and procurement issues, including meetings/workshops.
Perform other administrative-related tasks as may be assigned by the Peacebuilding Project Manager/designated Project Manager of the joint programme.

Ensures efficient and practical support to procurement functions that contribute to the practical activity delivery and field missions focusing on the achievement of the following results.

Provide inputs to prepare procurement plans for the project.
Undertaking the appropriate procurement processes by the relevant UNDP policies, rules and regulations, including, but not limited to, the following:
Request for Procurements and regularly update Procurement Status.
Ensure compliance with standard procedures in using Long-Term Agreements (LTAs), whenever LTAs are utilized.
Coordinating with suppliers to deliver goods and preparing the documents for the beneficiary’s receipt.
Maintaining an accurate, and reliable electronic filing system.
Assists and maintains project asset Inventory and preparation of the Assets transfer.
Performs other logistics-related tasks that the Project Manager may assign.

Supports facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Organization of training for the operations/ projects staff on field office issues.
Synthesis of lessons learn and best practices.
Sound contributions to knowledge networks and communities of practice.

Required Skills and Experience

Education:

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

Experience:

Minimum of 7 years (with secondary education) or 4 years (with Bachelor’s degree) of professional experience in administration and financial support for projects or programs.
Proficiency in standard software applications Word, Excel, PowerPoint, Outlook etc. is required.
Proven experience in working for government organizations, non-government organizations, international organizations or civil society organizations engaged in development, peacebuilding or humanitarian projects is an advantage.
Proven experience in business processes (procurement, financial monitoring and reporting) of government organizations, non-government organizations, international organizations, private sector or civil society organizations is desirable.
Knowledge in activity/events management, data analysis, or financial accounting is desirable.
Proven experience in working in BARMM or similar post-conflict contexts is an advantage.
Demonstrated experience of working with stakeholders involved in different aspects of the Bangsamoro peace process.

Required Languages: