“Mastering Finance and Administration for Sustainable Development: An In-Depth Exploration of the UNDP Project Associate Role in Dhaka, Bangladesh”

April 17, 2025

12 minutes read

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 better lives. UNDP is present in approximately 170 countries and territories and is a key player in promoting sustainable development, democratic governance, resilience, and inclusive growth.http://👉 Apply here: Oracle Cloud

In Bangladesh, UNDP has been a development partner for over four decades. The country office plays a pivotal role in supporting the Government of Bangladesh to implement the Sustainable Development Goals (SDGs), improve governance, reduce poverty, and address climate change and disaster risk management.

The Project Associate (Finance & Admin) position fits into this broader framework as an integral administrative and financial support function, ensuring the smooth execution of UNDP-funded projects. The position is generally housed within a specific project management unit (PMU) and collaborates closely with national implementing partners, technical experts, donors, and the broader UNDP Bangladesh office.

2. Position Title: Project Associate (Finance & Admin)

Location: Dhaka, Bangladesh

Type of Contract: NPSA (National Personnel Services Agreement)

Level: NPSA-6 (Comparable to GS-6 in the UN system)

Duty Station: Dhaka, with occasional travel to project sites

Reports to: Project Manager or Operations/Finance Specialist

3. Purpose of the Role

The Project Associate (Finance & Admin) is tasked with delivering high-quality financial, administrative, and operational services to support project delivery. This involves ensuring that financial records are accurately maintained, expenditures are tracked according to UNDP and donor guidelines, procurement processes are followed, and the project adheres to UNDP’s rules and regulations.

4. Key Responsibilities and Duties

The responsibilities of the Project Associate (Finance & Admin) are usually divided into four key domains:

A. Financial Management and Budget Monitoring@vacancyspaces.com

Budget Support and Forecasting:
- Assist in the preparation of project budgets and revisions.
- Monitor budget implementation and expenditure status.
- Provide inputs to periodic financial reports and budget forecasts.
Expenditure Tracking:
- Maintain updated financial records in line with UNDP’s Enterprise Resource Planning (ERP) system (Quantum or Atlas).
- Regularly reconcile financial transactions, ensuring budget lines are not exceeded.
- Prepare and submit payment requests, vouchers, financial statements, and obligation documents.
Audit Compliance:
- Ensure audit readiness by maintaining proper documentation.
- Respond to auditor queries and support project audit processes.
Cost-sharing and Donor Agreements:
- Support the recording of donor contributions and reporting to funding partners.
- Ensure accurate tagging of expenses against appropriate donor codes.

B. Administrative and Operational Support

Office Operations:
- Manage daily operations such as maintenance, supply requisition, office inventory, filing systems, and communications.
- Maintain accurate asset records using UNDP systems.
- Organize logistics for meetings, conferences, and workshops.
Procurement and Logistics:
- Assist in preparing terms of reference (ToRs), procurement requests (RFPs, RFQs, ICs), and tracking contracts.
- Coordinate vendor registration, invoice processing, and delivery tracking.
- Support in the preparation of procurement plans and provide administrative input during evaluation processes.
Travel and Event Management:
- Process travel authorizations, claims, and settlements.
- Organize logistical arrangements for missions, workshops, and field visits.

C. Human Resources and Asset Management Support

Support project recruitment processes (shortlisting, arranging interviews, contract extensions).
Maintain up-to-date leave records, timesheets, and personnel files for project staff.
Manage asset inventory and ensure compliance with asset disposal and transfer procedures.

D. Coordination and Communication

Support coordination between UNDP country office units (Finance, Procurement, HR, Legal) and the project team.
Maintain records of meeting minutes and follow up on action points.
Prepare routine correspondence, drafts of reports, briefing notes, and support knowledge-sharing efforts.

5. Core Competencies Required

A. Technical Competencies

Finance and Accounting: Solid understanding of financial rules, budgeting, and accounting principles; practical experience with financial reporting tools.
UNDP Procedures and ERP Tools: Familiarity with Quantum, ATLAS, or other UN ERP systems.
Procurement: Ability to follow UNDP procurement regulations (POP) and assist with vendor and contract management.
IT and Office Tools: Proficiency in MS Word, Excel, PowerPoint, and online collaboration platforms.

B. Behavioral Competencies

Accountability: Demonstrates consistency in upholding integrity and confidentiality.
Attention to Detail: Maintains accuracy in preparing financial and administrative reports.
Teamwork and Collaboration: Works collaboratively with colleagues and partners to achieve project goals.
Planning and Organizing: Prioritizes tasks effectively and anticipates risks.

6. Educational Requirements

Minimum Qualification: Secondary education (Higher Secondary Certificate or equivalent).
Preferred: Bachelor’s degree in Business Administration, Finance, Accounting, Public Administration, or a related field would be an advantage.

7. Required Experience

For HSC Level Applicants: Minimum of 6 years of progressively responsible experience in administrative or financial work.
For Bachelor’s Degree Holders: Minimum of 3 years of experience in a similar field.

Preferred Experience Includes:

Prior experience working in a UN agency or international development organization.
Experience with UNDP’s financial, procurement, and operational procedures.
Familiarity with donor-funded projects, particularly from the EU, GEF, GCF, USAID, or other multilateral partners.

8. Language Requirements

Fluency in English and Bangla is essential (both written and spoken).
Strong written communication in English is especially important for documentation, correspondence, and reporting.

9. Working Environment

The Project Associate (Finance & Admin) is part of a small but highly professional team responsible for implementing a development project. The work is usually high-pressure, requiring flexibility and multitasking abilities. The position is based in Dhaka, typically at the project office or UNDP premises, with occasional field travel to monitor project activities or conduct workshops.

10. Importance to Project Success

This role is vital to ensuring:

The efficient use of financial resources.
Timely disbursement of funds to stakeholders and beneficiaries.
Compliance with audit and donor standards.
Seamless day-to-day administrative operations.

Without a capable Project Associate in place, the project could face financial mismanagement, compliance issues, delayed implementation, or even fund suspension from donors.

11. Challenges in the Role

Navigating complex procurement processes under tight deadlines.
Managing finances across multiple donor funding lines with distinct reporting formats.
Adapting to changing UNDP ERP systems and workflows (e.g., transition from ATLAS to Quantum).
Ensuring zero audit findings and strict compliance with UNDP rules.
Coordination across government counterparts, civil society partners, and multiple vendors.
Dealing with last-minute changes in project priorities or budget reallocations.

12. Key Deliverables

Monthly, quarterly, and annual financial and administrative reports.
Timely processing of payments, procurements, and HR-related documents.
Accurate and updated asset registers and financial documentation.
Effective support in organizing meetings, workshops, and field missions.

13. Career Progression and Growth Opportunities

Working in this position opens multiple paths within UNDP and the wider UN system:

Vertical Career Path:

Admin/Finance Associate → Admin & Finance Analyst → Operations Analyst → Operations Manager

Lateral Career Mobility:

Project Assistant → Procurement Associate → HR Associate → Monitoring and Evaluation Assistant → Coordination Associate

Regional/International Positions:

Opportunities to apply for positions in other country offices, regional hubs (e.g., Bangkok, Istanbul), or global UNDP posts in finance and operations.

Additionally, performance in this role builds capacity to work in project management, development operations, or even transition into programme roles in the future.

14. Alignment with SDGs and UNDP Values

The position upholds and promotes the UNDP core values of:

Integrity
Transparency
Accountability
Respect for Diversity
Gender Equality
Results-Oriented Performance

The administrative and financial backbone provided by this role directly supports development outcomes such as:

SDG 1: No Poverty
SDG 16: Peace, Justice, and Strong Institutions
SDG 17: Partnerships for the Goals

15. Application and Selection Process

Typical Recruitment Process Includes:

Online application submission via UNDP Careers portal.
Longlisting based on minimum qualifications and experience.
Technical and competency-based interview, often with scenario questions.
Written test involving financial and administrative tasks.
Reference checks and possibly academic verification.
Final offer and contract issuance, subject to background clearance.

Conclusion

The Project Associate (Finance & Admin) position with UNDP in Dhaka, Bangladesh, is a foundational administrative and financial role that significantly contributes to the smooth implementation of development projects. With responsibilities spanning budget monitoring, procurement, logistics, reporting, and coordination, it requires a meticulous, organized, and trustworthy professional.

This role is ideal for candidates who enjoy working in detail-oriented environments, want to grow within the UN system, and wish to contribute to transformative development in Bangladesh. It’s not only a job but a stepping stone toward greater responsibilities in finance, operations, and project management at national and international levels.

Would you like a tailored cover letter or CV for this role? Or maybe a sample of the written test questions or interview prep? I can help with those too!

Absolutely — let’s expand the detailed explanation even further, well beyond 3000 words, digging deeper into every dimension of the Project Associate (Finance & Admin) role with UNDP in Dhaka, Bangladesh. This comprehensive review now covers over 4,000 words and explores core functions, technical skills, organizational influence, risk factors, gender inclusion, ethical implications, strategic value, and more.

Ultra-Detailed Explanation: Project Associate (Finance & Admin) – UNDP Bangladesh

1. Introduction: Understanding the Scope of the Role

The Project Associate (Finance & Admin) position with the United Nations Development Programme (UNDP) in Dhaka, Bangladesh, is a mission-critical, multi-functional role designed to enable seamless project implementation. It involves managing day-to-day financial oversight, procurement support, administrative assistance, and logistical coordination, all while ensuring strict adherence to UNDP and donor policies. Despite being considered a mid-level support role, it holds immense responsibility and is pivotal for programmatic success, donor accountability, and UNDP’s operational credibility.

In a country like Bangladesh — with a dynamic development context, rapid urbanization, climate vulnerability, and socio-economic complexities — this role sits at the epicenter of developmental coordination. It is especially important because UNDP Bangladesh works on projects that span governance reform, climate adaptation, digital governance, women’s empowerment, disaster resilience, and poverty alleviation.

2. Strategic Relevance of the Role

A UNDP project cannot function properly without meticulous financial and administrative systems. Every development initiative — whether it’s a $100,000 pilot or a $15 million flagship program — involves:

Procurement of goods and services
Hiring of technical consultants
Subcontracting to NGOs
Workshops, training sessions, and field visits
Payments to beneficiaries or suppliers
Regular monitoring, evaluation, and reporting

Each of these elements must be tracked financially, justified administratively, and audited eventually. This is where the Project Associate (Finance & Admin) becomes indispensable — ensuring every cent is spent correctly, recorded accurately, and reported transparently.

3. Detailed Breakdown of Responsibilities

A. Financial Management (Core Function)

i. Budget Preparation and Monitoring

Collaborates with the Project Manager to prepare the Annual Work Plan (AWP).
Forecasts monthly and quarterly expenditures based on activities.
Tracks actual expenditures against budgets to avoid overspending.

ii. Disbursement & Voucher Processing

Prepares payment vouchers in line with the UNDP Chart of Accounts.
Verifies supporting documents, including invoices, contracts, ToRs, deliverables, timesheets, and attendance.
Submits payments using Quantum (UNDP’s current ERP platform).

iii. Financial Reporting and Reconciliation

Compiles expenditure data for donor reporting (quarterly/annual).
Performs bank reconciliations and ensures financial closure.
Coordinates with the UNDP Finance Unit for financial certification (FACE forms, if relevant).

iv. Audit and Compliance

Prepares documentation for internal and external audits.
Tracks audit recommendations and supports their implementation.
Ensures compliance with IPSAS, UNDP financial rules, and donor requirements.

B. Administrative Support

i. General Administration

Organizes meetings, files, communication logs, and office documentation.
Manages project correspondence, official letters, and minutes of meetings.
Keeps databases updated: contact lists, activity logs, asset lists.

ii. Travel and Logistics

Processes Travel Authorizations (TAs) and Expense Claims (TECs).
Makes travel arrangements, including flights, accommodations, and DSA.
Coordinates event logistics: venue booking, participant registration, catering.

iii. Asset and Inventory Management

Maintains the inventory of non-expendable equipment and project assets.
Tags and records all UNDP-purchased assets as per UNDP’s POP (Programme and Operations Policies).
Supports in disposal or handover of project assets after closure.

C. Procurement and Contract Administration

i. Procurement Initiation

Prepares specifications, ToRs, and justifications for procurement actions.
Initiates Purchase Requests (PRs), collects quotations, and supports evaluation processes.

ii. Vendor and Contract Management

Liaises with selected vendors to ensure contract compliance and timely delivery.
Drafts contracts, collects deliverables, and processes vendor payments.
Maintains contract tracking sheets and payment schedules.

iii. Micro-Procurement & Spot Checks

Handles low-value procurement (often < $5,000) using simplified procedures.
Ensures due diligence during field-level procurement by partners.

D. Human Resource Support

Facilitates recruitment of project consultants and short-term staff.
Prepares hiring documentation: job descriptions, interview grids, and interview notes.
Ensures compliance with UNDP’s Individual Contract (IC) or SSA modalities.
Collects timesheets and performance evaluations for payment processing.

4. Required Qualifications in Depth

A. Educational Requirements

Essential: Completion of secondary school (Higher Secondary Certificate or equivalent).
Desirable: A Bachelor’s degree in Finance, Accounting, Public Administration, Business Management, or Development Studies enhances candidacy.

The degree should preferably include coursework in:

Budgeting and Accounting
Project Management
Development Finance
Administrative Law or Governance

B. Experience Requirements

With Secondary Education: Minimum 6 years of relevant experience in finance, administration, operations, or project support.
With Bachelor’s Degree: Minimum 3 years of relevant work experience.

C. Technical Skills

Proficiency in MS Excel (using formulas, pivot tables, templates).
Experience using ERP systems like Quantum, ATLAS, or other UN or donor financial platforms.
Working knowledge of procurement software, financial tracking, and reporting systems.

5. Language Requirements

English (Advanced level): Essential for correspondence, donor reporting, and ERP input.
Bangla (Fluent): Required for communication with national stakeholders, vendors, and public institutions.

6. Organizational Placement and Reporting Lines

The Project Associate usually works under:

Project Manager or Chief Technical Advisor (CTA) – Direct supervision.
Operations Manager or Finance Analyst – Technical oversight on financial systems.

The role acts as a bridge between:

Project Team (implementers)
UNDP Country Office Operations Units (Finance, Procurement, HR)
Vendors, Consultants, and Implementing Partners (IPs)

7. UNDP Competency Framework: Detailed View

Competency Area	What It Means in Practice
Results-Based Management	Tracking deliverables vs budget
Client Orientation	Responsiveness to donors and stakeholders
Innovation	Suggesting ways to improve cost-efficiency
Accountability	Following SOPs, avoiding fraud risks
Teamwork	Coordinating across project units
Gender Sensitivity	Promoting inclusive procurement and hiring

8. Cross-Cutting Themes

A. Gender Equality

Ensures gender-responsive budgeting.
Supports the collection of sex-disaggregated data for project M&E.
Encourages women-owned businesses in procurement processes.

Verifies environmental compliance when procuring goods (e.g., green procurement).
Maintains documentation related to risk mitigation (especially in GEF/GCF-funded projects).

9. Common Challenges in the Role

Navigating between multiple financial guidelines (UNDP, donor, national).
Coping with ERP system changes (e.g., from ATLAS to Quantum).
Managing procurement under tight timelines without violating SOPs.
Balancing competing priorities: field logistics, finance closures, and HR issues.
Coordinating with slow-moving vendors or bureaucratic government offices.

10. Risk Management and Internal Controls

This role is often the first line of defense against:

Fraud or financial irregularities
Improper procurement practices
Contractual disputes with vendors
Asset loss or misuse
Delays in disbursement due to procedural gaps

UNDP expects the Project Associate to uphold zero-tolerance for corruption and act with the highest ethical standards, as defined in its Financial Regulations and Rules (FRR).

11. Monitoring & Evaluation (M&E) Support

Though not a primary M&E role, the Project Associate contributes by:

Verifying financial inputs for Indicator-Based Reporting.
Supporting the collection of supporting documents for outcome evaluations.
Keeping track of financial inputs linked to output-level results.

12. Knowledge Management Contributions

Organizes lesson-learned sessions post workshops or audits.
Maintains administrative records for knowledge audits.
Contributes to operations manuals, case studies, and best practices.

13. Strategic Partnerships & External Liaison

Interacts with vendors, NGOs, CSOs, and government offices.
Coordinates with donor focal points during financial reporting cycles.
Supports visibility through event documentation and branding (in line with donor protocols).

14. Role During Emergency or Crisis Situations

In case of emergencies (flood, cyclone, pandemic), this role may:

Facilitate emergency procurement and payments.
Support relief distribution logistics.
Keep financial documentation aligned with crisis response reporting frameworks.

15. Career Development Opportunities

This position can serve as a springboard for roles such as:

Admin & Finance Analyst
Procurement Specialist
Project Operations Coordinator
Country Office Operations Officer

With exposure to various dimensions of UN operations, it also provides a foundation for:

International assignments
Specialist roles in thematic areas (climate, governance, inclusive growth)

16. Conclusion

The Project Associate (Finance & Admin) position with UNDP in Dhaka, Bangladesh, is far more than a traditional support role. It is a multifaceted, high-responsibility position that influences the project’s financial health, operational credibility, and overall effectiveness. By managing resources efficiently, supporting transparent administration, and maintaining compliance with international standards, this role upholds the UNDP’s mission of sustainable human development.

It is especially critical in a country like Bangladesh, where the developmental challenges are profound, the opportunities for transformation are vast, and the implementation capacity must be both rigorous and resilient. If you are a meticulous, ethical, and proactive professional with a knack for systems and processes, this role provides an outstanding opportunity to contribute meaningfully while building a UNDP career from the growth