Background Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
With the aim to support the UN system in the country the Government of Kazakhstan provided the UN agencies, located in Astana, with a 6 storey-building. According to the terms of the Memorandum Concerning Occupancy and Use of Common Premises by United Nations Agencies, Programmes, Funds and Offices (Memorandum) the UNDP country office was selected as an administrative agency responsible for day-to-day management over the provided premises (UN House in Astana/Common Premises). For these purposes UNDP established a Common Premises Team (CP team) headed by the Common Premises Manager. The CP team is responsible for building maintenance and provision of common services to UN Agencies residing in the UN House. The CP team is supervised by the Common Premises Manager.
The Common Premises Assistant works under direct supervision of the Common Premises Manager and supports him/her with an effective and efficient execution of the common services and management of the premises outlined in the Memorandum. In particular he/she will be responsible for effective assistance with the financial management, administrative support related to the common premises, maintaining close cooperation with the UN agencies in the common premises.
The Common Premises Assistant promotes a client-oriented approach in his/her daily work. Duties and Responsibilities
Effective assistance with financial management:
• Support the CP Manager with development of the annual budgets and workplans by collecting required information;
• Create annual budgets in the UNDP corporate system “Quantum”;
• Support the CP Manager with monitoring of annual budget utilization;
• Prepare expenditure reports in line with with the approved budgets and workplans;
• Ensure regular monitoring of the individual agency balances and expenditures;
• Provide assistance to the agencies by delivering an up-to-date financial information about agency expenditures and balances.
• Create e-requisitions and payment requests;
• Ensure correct breakdown of donor funds as per approved budget and cost distribution in the payment requests and e-requisitions;
• Ensure correct distribution of labor costs as per the approved budget and timely submission of the updated labor schedules to the UNDP HR Unit;
• Maintain internal expenditure control system by ensuring that processed vouchers are matched and completed, transactions are correctly recorded and posted in Quantum;
• Ensure timely correction of unposted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers, incomes, reconciliations in Quantum;
• Conduct budget revisions in the system when required;
• Ensure accurate tracking records of financial documents submitted for VAT reimbursement purposes to the UNDP finance unit;
• Maintain close collaboration with the UNDP finance unit with regards to financial requirements such as meeting deadlines, compliance with established templates/formats, purchasing procedures, audits, provision of documentary evidence, etc.
Administrative support:
• Provide assistance to the CP Manager in keeping close contacts with the local authorities and service providers by means of direct contacts, collection of information and proposals, drafting letters and organization of meetings;
• Ensure an accurate maintenance of the archive data catalogue, including information about contracts, reports, etc.;
• Research, retrieve statistical data, and extract other data from internal and external sources; prepare statistical charts, tables and reports;
• Provide assistance to the CP manager in supervising the Registry staff and Buidling Maintenance Assistant;
• Provide support with the annual physical inventory verification exercise by participating in the check of inventory records and location of property;
• Provide support with inventory disposal, prepare corresponding documentation;
• Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of the reports to the CP Manager and other units in UNDP;
• Assist the CP Manager with collection of specific information as required for OMT/UNCT meetings
• Ensure effective backstop on all related activities during absence of the CP Manager;
• Backstop the Registry staff when required;
• Other duties as assigned by CP Manager.
Procurement and contract management support:
• Contribute to the development of the annual procurement plan for the common premises;
• Assist with regular monitoring of the procurement plan implementation;
• Support the CP Manager in conducting marketing research for the planned procurements and ensure an accurate collection and systematization of information about potential suppliers of services/goods;
• Provide support to organization of procurement processes, including preparation of ToRs for low-value purchases and preparation of the canvass forms;
• Participate in evaluation committees for the procurement activities;
• Provide support with the effective contract management in accordance with UNDP rules and procedures;
• Monitor execution of Purchase Orders and timely closure upon acceptance of services/goods in the system;
• Assist the CP Manager with evaluation of vendor performance;
• Collect information from suppliers for vendor profile creation;
• Maintain close relationship with the UNDP Procurement unit;
Knowledge building and sharing:
• Maintain regular exchange of information/experience, cross-learning and sharing results and good practices within the CP team;
• Participate in trainings, webinars and sessions to deliver knowledge;
• Provide sound contributions to knowledge networks and communities of practice.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies
Achieve Results: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Required Skills and Experience
Education:
Secondary Education is required. A first-level university degree (Bachelor`s degree) in Accounting, Financial Management, Business Administration or related field will be given due consideration, but is not a requirement.
Minimum 5 years (with secondary education) or 2 years (with Bachelor’s degree) of relevant work experience in administration and/or finance with international or national projects or organizations is required;
Experience in financial/administrative and fiscal management is required;
Proficiency in Microsoft Office, spreadsheets, experience in financial management systems is required;
Desired criteria:
Knowledge of UNDP policies and procedures is desired;
Good knowledge of ERP system is desired;
Knowledge of public procurement is desired.
This vacancy is archived.