Administration and Finance Analyst-Roster Recruitment

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:

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

Under the overall guidance of the Project Manager, the Administration and Finance Analyst will be responsible for the day-to-day financial management, administration, and operational support of the project. The Analyst ensures the effective and transparent utilization of financial resources, compliance with UNDP rules and regulations, and integrates principles of Gender Equality, Social Inclusion (GESI), and Protection from Sexual Exploitation and Abuse (PSEA) into all operational activities.

• Manage the day-to-day financial operations, ensuring full compliance with UNDP rules, regulations, policies, and NIM/DIM procedures.
• Process payment requests, disbursements, and travel claim accurately within the UNDP ERP system (e.g., Quantum).
• Maintain a robust internal expenditure control system. Regularly monitor financial exception reports, investigate unusual transactions or anomalies, and propose corrective actions to management.
• Continuously monitor project budgets and expenditures in cooperation with the Project Manager.
• Conduct quality financial analysis of budget performance by cost inputs and partners and support the preparation of financial forecasts and disbursement requests.
• Prepare timely and accurate financial statements, bank reconciliations, and consolidated reports for the Project Board, donors, and the Country Office.
• Support the development of funding requests, grant negotiations, and amendments.
• Facilitate programme audits and investigations in coordination with relevant oversight bodies.
• Ensure the effective implementation of audit recommendations, management actions, and recovery actions.
• Conduct regular field visits in close coordination with the programme team to ensure financial compliance and provide monitoring support for implementing partners and sub-recipients.
• Prepare, continuously monitor, and revise programme budgets in UNDP ERP systems (Quantum and Hyperion), ensuring strict alignment with approved detailed budgets and Annual Work Plans (AWPs).
• Implement optimal cost recovery mechanisms, ensuring Direct Project Costs (DPC) and General Management Support (GMS) fees are accurately calculated and billed.
• Maintain robust internal controls to ensure transactions are correctly coded against budget lines and donor agreements prior to approval.
• Conduct regular analysis of budget delivery and expenditure variances.
• Prepare budget reviews, financial forecasts, and provide justifications for necessary budget reallocations or reprogramming requests for submission to donors.
• Prepare accurate monthly, quarterly, and annual cash flow forecasts.
• Monitor incoming donor contributions, ensuring the timely transfer, identification, and registration of receipts in the system.
• Finalize the financial sections of progress reports, disbursement requests, and statements of sources and use of funds, strictly adhering to specific donor reporting timelines and requirements.

Transaction Processing & Records Management: Manage the initiation, approval, and settlement of bank transfers.

• Ensure the proper management of cash receipts and petty cash, and maintain a rigorous, audit-ready filing system for all finance records and documents.
• In coordination with the Project Manager supports the development of partnerships and maintains strong working relationships with the national, provincial partners and entities, donors, technical partners, and UN agencies to ensure transparent and effective management, quality services and oversight of the programmes.
• Supports the Project Manager in the development of capacity development through different trainings/coaching/mentoring and transition strategies to support national entities to implement and assume the PR role, ensuring access to appropriate tools and resources.
• Actively participates in UNDP and other relevant external networks/forums to promote the programme.
• Conduct training for the project and other relevant stakeholders on financial management and oversight.
• Ensure the effective administration and operational management of the project in compliance with UNDP rules, regulations, policies, and procedures.
• Coordinate project procurement activities, including preparation of procurement plans, specifications, requests for quotations, purchase orders, and contract management in accordance with UNDP procurement policies.
• Monitor the implementation of procurement activities and maintain an updated procurement tracking system to ensure timely delivery of goods and services.
• Support recruitment processes for project personnel and consultants, including preparation of Terms of Reference (TORs), evaluation processes, contract administration, and onboarding arrangements.
• Coordinate travel arrangements for project personnel, consultants, and stakeholders, including travel authorizations, ticketing, logistics, security clearances, and travel claim settlements.
• Organize project meetings, workshops, trainings, and field missions, ensuring appropriate logistical, administrative, and financial arrangements.
• Maintain project asset and inventory records and ensure proper utilization, maintenance, verification, transfer, and disposal of project assets in accordance with UNDP policies.
• Ensure effective records management and maintain an organized filing system for project administrative, procurement, human resources, and operational documentation.
• Monitor the validity and timely renewal of project contracts, agreements, leases, and service arrangements.
• Support the preparation and monitoring of project work plans, procurement plans, HR plans, and operational plans.
• Coordinate with UNDP operations units and service providers to ensure timely provision of administrative and operational support services.
• Identify operational risks and recommend appropriate mitigation measures to ensure efficient project implementation.
• Support project closure activities, including asset disposal, records archiving, contract closure, and administrative reporting.
• Ensure environmental sustainability, accessibility, safeguarding, and GESI considerations are integrated into project operations and administrative processes.
• Ensure GESI is mainstreamed in the budget, Annual Work Plan (AWP), procurement and HR plans, and all other administrative work to be undertaken by the project in coordination with Community, Rights and Gender Analyst and GESI Analyst of UNDP CO.
• Promote gender equality and social inclusion (GESI) throughout programme implementation.
• Collaborates with team members, programme partners, and sub-grantees to ensure safe implementation of programmes at the community level applying Do No Harm approach.
• Promote a respectful, inclusive, and safe workplace culture, supporting "Do No Harm" principles in all administrative and field-level operations.
• Assist in collecting and reporting gender-disaggregated data related to project administration, procurements, and event participation.

The incumbent will be reporting to Project Manager.

Core

Achieve Results: | LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work

Think Innovatively: | LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking

Learn Continuously: | LEVEL 2: Go outside comfort zone, learn from others and support their learning

Adapt with Agility: | LEVEL 2: Adapt processes/approaches to new situations, involve others in change process

Act with Determination: | LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously

Engage and Partner: | LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships

Enable Diversity and Inclusion: | LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

Thematic Area | Name | Definition

Finance | Financial Planning and Budgeting | Ability to create and manage processes to achieve UNDP's long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting.

2030 Agenda: People | Gender | Innovation for Gender Equality.

2030 Agenda: Prosperity | Inclusive Growth | Social Inclusion.

Required Language(s) | Fluency in written and spoken English and Nepali is required.

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.

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.

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.

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.