Vacancy Announcement

Post Title: Administrative and Finance Associate (1 post)

Duration: 6 months (with possible extension)

Duty Station: Dili

Contract Type SC

Expected Starting date: September 2011

Project: INFUSE – Inclusive Finance for the Under-Served Economy

The deadline for submitting applications is 2 August 2011.

1. Background:

INFUSE is a UNCDF program implemented jointly with UNDP from 2008 to 2012 aiming to contribute to the achievement of the Millennium Development Goals (MDGs), in particular the Goal 1 of cutting absolute poverty in Timor-Leste by increasing sustainable access to financial services for the poor and low-income population. The Administrative and Finance Associate will be responsible for providing administrative support for the smooth implementation of INFUSE and perform the following duties and responsibilities:

B. Duties and Responsibilities:

The Administrative and Finance Associate will be working under the direct supervision of the Technical Specialist of the INFUSE Programme with oversight by the Deputy Program Manager for Operations based in Fiji. The Administrative and Finance Associate will perform the following tasks:

· Provide assistance to the team in the administrative matters related to INFUSE

· Provide assistance in recruitment, procurement, payment and reporting activities.

· Management of financial procedures: following up, resolving problems, and ensuring payments are processed from start to completion.

· Preparation of letters, memos, meeting invitations, and other correspondence.

· Maintenance of the filing system ensuring safekeeping of all records, reports, .correspondence.

· Compilation and preparation of briefing and presentation materials, background information and documentation for meetings and missions.

· Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.

· Custodian for management of office supplies and assets including maintenance of stock list, distribution of stationery, keeping a log of asset distribution.

· Arrangement of vehicle transportation, regular vehicle maintenance and insurance.

· Undertake the accounting works of the project.

· Organize day-to-day financial administration works.

· Organize regular budget revisions updating estimates on expenditures for the current year.

· Prepare quarterly and annual financial reports as per agreed work plan.

· Ensure procedure compliance and accountable financial management

· Perform any other tasks as may be required by the Technical Specialist.

C. Functional Competencies and Critical Success Factors:

In addition to specific job tasks, the Officer is expected to carry out their work with professional standards demonstrating the skills and behaviors as listed below.

Development an Development and

Operational Effectiveness

· Ability to organize and perform a variety of specialized tasks simultaneously related to Results Management, including administrative support to design, planning and implementation of program, managing data, reporting.

· Pro-actively follows up with others to advance tasks

· Provides guidance on policies and procedures

· Follows through on assignments to completion as per deadlines

· Good knowledge of administrative and financial rules and regulations.

· Strong IT skills, knowledge of office software packages and Atlas.

· Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported.

· Ability to review a variety of data identifies and adjusts discrepancies, identify and resolve operational problems.

· Strong interpersonal skills and ability to handle visitors, phone calls with tact and courtesy

Leadership and Self-Management

· Demonstrates responsibility for one’s own work and actions

· Focuses on results for the client and responds positively to feedback

· Consistently approaches work with energy and a positive, constructive attitude

· Remains calm, in control and good humored even under pressure

· Interacts with others in a professional, respectful, and friendly manner

· Pro-active, takes initiative and creatively provides solutions to problems

· Completes tasks efficiently and with minimum supervisory follow up

· Manages own time and tasks effectively and efficiently

· Carefully checks own work for accuracy and completeness

· Highly self motivated and able to work efficiently with little direction and supervision.

Knowledge Management and Learning

· Shares knowledge and experience

· Actively works towards continuing personal learning, and applies newly acquired skills

· Demonstrates openness to change and ability to manage complexities.

4. Recruitment Qualifications:

· Completion of high school with 5-7 years of experience in office management, finance and administration, programme support service and or Completion of university degree (desirable) in related field.

· Specialized training in office management and administration is highly desirable.

· Experience in managing reports

· Experience working in a manner that achieves outputs, deliverables and results;

· Experience coordinating/managing own work

· Experience with a UN organization/agency is desirable

· Excellent writing, communication and organization skills;

· Able to demonstrate high level of accuracy and attention to detail

· Strong written and spoken skill of the UN working language (English) of the duty station. Knowledge of Portuguese, Tetum and/or Bahasa Indonesia preferred

E. Application Procedures:

Please submit your applications including:

a. Cover letter explaining why you are interested and qualified in this position

b. Updated curriculum vitae (CV)

c. List of three professional references

d. Any relevant supporting documents to the following address

Human Resources Unit

United Nations Development Program

Obrigado Barracks Compound, Building 11

Caicoli Street,

Dili, Timor-Leste

Fax: +670 3313534

E-mail: rectuitment.tp@undp.org

The deadline for submitting applications is 2 August 2011.

Only short-listed candidates will be notified. Women candidates are strongly encouraged to apply