The Finance and Administrative Associate position at UNDP in Suriname is an important role that combines financial oversight and administrative support within the Protection, Restoration, and Sustainable Use of Mangrove Forests (PRSUMF) project. Below is a more detailed explanation of the key responsibilities and skills required for this job:
Key Responsibilities:http://”Finance and Administrative Associate – PRSUMF Project” job listing on the UNDP careers website or use the job
- Financial Management:
- The associate will oversee the day-to-day financial activities of the project, ensuring compliance with UNDP and EU financial policies.
- This includes budget monitoring, ensuring that financial records are accurate and up to date, and managing the financial transactions using systems like Quantum (UNDP’s financial management system).
- Payment management: Overseeing payments to vendors, consultants, grantees, etc., ensuring they are in line with the project’s budget and financial regulations.
- The associate will prepare financial reports, such as progress reports and projections, and assist in financial audits.
- Administrative and Logistical Support:
- This involves helping with the administration of the project, including assisting in the preparation and submission of monthly and annual project budgets and progress reports.
- The associate will manage project assets, ensuring proper tracking of project property and maintaining inventories.
- Ensuring that the project complies with all administrative regulations, particularly in relation to procurement processes.
- Operational Management:
- The role also includes supporting the operational side of the project by supervising office management tasks and maintaining stock of office supplies.
- The associate will also act as a liaison for ensuring that all project activities follow the rules and guidelines of EU/UNDP regulations, including fraud awareness and financial compliance.
- Capacity Building and Knowledge Sharing:
- Participating in and organizing training and briefings for the project staff regarding internal procedures and financial management.
- The associate will also contribute to the sharing of knowledge and lessons learned from the project, helping improve future operations.
Required Skills and Qualifications:wordpress-6.7.1
- Education:
- The position requires at least a secondary education with certification in accounting or finance. However, a university degree in finance, business administration, or a related field is a plus.
- Work Experience:
- Applicants need a minimum of 7 years of experience (if holding a high school diploma) or 4 years (if holding a university degree) in finance, accounting, and/or administration. This experience should include knowledge of project finance and general administrative functions.
- Technical Skills:
- Familiarity with office software (MS Word, Excel) and web-based management systems (like ERP financial systems) is required.
- Experience with IPSAS (International Public Sector Accounting Standards) or IFRS (International Financial Reporting Standards) is desirable.
- Language Requirements:
- Fluency in Dutch is essential, as the job is based in Suriname. Working knowledge of English is an asset but not mandatory.
The Project and Role Impact:
- The PRSUMF Project is focused on mangrove forest conservation and its sustainable use. The Finance and Admin Associate plays a critical role in ensuring that the project runs smoothly, and the financial and operational resources are used effectively to protect Suriname’s valuable mangrove ecosystems, which are essential for coastal protection and climate adaptation.
Work Environment:
- The job is based in Paramaribo, Suriname, and the associate will work closely with the Project Manager and other project staff to implement the project’s goals.
- The associate will also interact with other UNDP teams and external partners like the European Union.
Competencies:
- The candidate should demonstrate competencies like results orientation, problem-solving abilities, and the capacity to adapt to changes. They should also be good at engaging with others and fostering an inclusive and collaborative work environment.
This position is a great opportunity for someone with a strong background in finance and administration who is passionate about environmental conservation and sustainable development. The role provides the chance to directly contribute to the resilience of Suriname’s coastal communities and the preservation of vital ecosystems like mangroves.
Certainly! Below is an in-depth breakdown of the Finance and Administrative Associate position at UNDP, Paramaribo, Suriname, and the broader context surrounding the role:
Table of Contents
Overview of the Position
The Finance and Administrative Associate for the Protection, Restoration, and Sustainable Use of Mangrove Forests (PRSUMF) project in Suriname will play a vital role in supporting the project’s financial management, administrative coordination, and operational execution. This position directly contributes to ensuring the efficient implementation of UNDP-supported initiatives aimed at conserving Suriname’s mangrove forests, protecting coastal communities from environmental threats, and supporting sustainable livelihoods, particularly for women and youth. The role is based in Paramaribo, the capital city of Suriname, and will involve close collaboration with the Project Manager, project staff, and various stakeholders, including EU partners, government entities, and community members.
The position involves a balance of technical finance and administration duties, offering the associate the chance to contribute to environmental conservation efforts and climate change adaptation while gaining professional experience in the UN system. The role is ideally suited for individuals with experience in finance, budgeting, procurement, and administration, particularly those with a focus on project management in international development and environmental sectors.
Context of the Project: Mangrove Conservation and Coastal Resilience in Suriname
Mangroves play an essential role in Suriname’s ecosystem and have profound socio-economic, environmental, and cultural significance. They offer coastal protection against erosion, storm surges, and rising sea levels, which are expected to increase due to climate change. Suriname, located on the northeast coast of South America, is home to around 2% of the world’s mangrove forests, covering roughly 90% of the country’s coastline. These forests act as a natural buffer against coastal flooding, protect biodiversity, and support livelihoods, especially for communities reliant on fisheries, honey production, and ecotourism.
The PRSUMF project, launched in 2024 in partnership with the European Union (EU), builds on previous efforts (such as the Global Climate Change Alliance (GCCA+) programs) to protect and restore these critical ecosystems. The project aims to enhance coastal resilience by strengthening coastal zone management and providing support for sustainable livelihoods that leverage mangrove-based value chains.
PRSUMF Project Objectives:
- Strengthen Coastal Zone Management: The project will help improve the legal, regulatory, and strategic frameworks for managing Suriname’s coastal areas, ensuring that environmental and community considerations are integrated into decision-making processes.
- Co-Management of Mangroves: A major focus is on ensuring community participation, particularly through gender-responsive management of coastal zones and mangroves. Local communities will be actively engaged in the project’s implementation through co-management frameworks, and emphasis will be placed on the inclusivity of vulnerable groups such as women and youth.
- Sustainable Economic Activities: The project aims to increase income-generating opportunities through sustainable ventures such as honey production, fisheries, and nature tourism that depend on the preservation and sustainable use of mangroves. These activities will not only provide alternative livelihoods but will also reduce the dependence on practices that harm the environment.
- Climate Change Adaptation: The project will also focus on strengthening the resilience of coastal communities against the impacts of rising sea levels, frequent flooding, and storm surges, which are becoming more frequent as a result of climate change.
Role of the Finance and Administrative Associate
The Finance and Administrative Associate will have the primary responsibility for overseeing the financial and administrative functions required to ensure the efficient operation of the PRSUMF project. This involves managing finances, preparing reports, and ensuring that all expenditures align with the project’s goals, budgets, and donor requirements, including those set by the EU and UNDP.
Specific Responsibilities:
1. Financial Oversight and Support:
The associate will be tasked with overseeing all aspects of the financial operations of the project. This includes:
- Budget Monitoring: The associate will continuously track project expenditures, comparing them to the approved budget and making recommendations for adjustments where necessary. This ensures that the project remains within budget and that any financial constraints are identified early.
- Financial Reporting: The associate will prepare monthly, quarterly, and annual financial reports detailing the expenditures of the project, analyzing financial data to identify trends or potential issues. These reports will be essential for ensuring transparency and accountability.
- Payment Processing: The associate will oversee all financial transactions related to the project, ensuring that payments to vendors, grantees, consultants, and other stakeholders are processed according to EU/UNDP financial guidelines. This includes disbursements, invoice verification, and maintaining accurate financial records in UNDP’s Quantum system.
2. Administrative Support:
The role includes significant administrative responsibilities, ensuring that the day-to-day operations of the project are carried out smoothly:
- Procurement Management: The associate will be involved in supporting procurement activities, ensuring that goods and services are obtained according to UNDP’s procurement policies. This includes preparing requests for quotes, reviewing bids, and helping ensure that the project’s procurement needs are met on time and within budget.
- Asset Management: The associate will maintain a detailed log of project assets, tracking their location, condition, and value. This will help to ensure that project property is well managed, and any assets are disposed of appropriately at the end of the project’s lifecycle.
- Documentation and Filing: The associate will be responsible for managing the project’s documentation—ensuring that records, receipts, invoices, and contracts are properly stored, filed, and easily accessible for audits or future reference.
- Logistics Support: The role will also involve assisting with the logistical aspects of project implementation, such as organizing workshops, training sessions, and meetings, ensuring that all necessary materials and resources are available.
3. Operational Management:
The Finance and Administrative Associate will be part of the operations team, supporting the Project Manager and Project Associate in ensuring smooth and efficient day-to-day operations:
- Office Management: The associate will supervise the management of office supplies and administrative tasks, including ensuring that all necessary office materials are in stock and easily accessible.
- Compliance: The role includes ensuring that all operational activities are in compliance with the policies and procedures set by UNDP and EU. This includes compliance with financial rules, fraud awareness policies, and procurement regulations.
- Internal Controls: The associate will ensure the implementation of internal controls to safeguard the financial integrity of the project. This includes ensuring that project resources are used efficiently and that there is accountability for all project funds.
4. Knowledge Sharing and Capacity Building:
A key part of the role is the development and dissemination of knowledge:
- Training and Capacity Building: The associate will organize training sessions and briefings for the project team and local partners to ensure they are aware of the latest financial management procedures and compliance requirements.
- Sharing Lessons Learned: The associate will actively contribute to sharing knowledge, including best practices, lessons learned, and financial data with both the project team and other stakeholders. This will enhance project delivery and foster a culture of learning and improvement.
- Networking: The associate will participate in relevant professional networks and communities of practice, ensuring that the project benefits from emerging best practices and the collective knowledge of experts in the field.
Skills and Competencies Required
Core Competencies:
- Results-Oriented: The associate must be able to deliver high-quality work by the deadline, paying attention to detail, and demonstrating accountability for the outcomes of their work.
- Innovation and Problem Solving: The role requires a pragmatic problem-solver who is open to new ideas and can find practical solutions to challenges.
- Learning and Adaptability: The associate must demonstrate curiosity, a willingness to learn from mistakes, and the ability to adapt to new circumstances.
- Determination and Confidence: The ability to stay focused and deliver results despite challenges, showing drive and motivation.
- Interpersonal Skills: The role requires effective communication and collaboration with diverse stakeholders, building positive relationships and fostering teamwork.
- Diversity and Inclusion: The associate must appreciate diversity and demonstrate inclusivity in all aspects of the work.
Technical Competencies:
- Resource Management: The ability to allocate and use resources effectively in line with the project’s priorities, ensuring accountability and efficiency.
- Procurement Management: Experience in managing the procurement of goods, services, and works, ensuring compliance with project and organizational policies.
- Budget and Financial Risk Management: The associate will manage budgets, assess financial risks, and implement control measures to safeguard the financial stability of the project.
- Financial Reporting and Analysis: The ability to interpret financial data and produce meaningful reports that support decision-making.
Qualifications and Experience
Education:
- Minimum: A high school diploma with specialized certification in accounting or finance. A bachelor’s degree in a related field (e.g., business administration, finance, or accounting) is preferred but not required.
Experience:
- 7 years of progressively responsible experience in finance, accounting, or general administration with a high school diploma, or 4 years of relevant experience with a university degree.
Skills:
- Proficiency in Microsoft Office (especially Excel) and web-based management systems (ERP financial systems, databases).
- Knowledge of IPSAS (International Public Sector Accounting Standards) and/or IFRS (International Financial Reporting Standards).
- Experience with international organizations, NGOs, or the UN system is desirable.
Conclusion
The Finance and Administrative Associate position offers an exciting opportunity to contribute to the sustainable development of Suriname, particularly in the area of mangrove forest conservation. The role combines technical finance and administration with the chance to support community resilience against climate change. By providing financial oversight, administrative support, and operational management, the associate will play a critical part in ensuring the success of the PRSUMF project and its positive impact on Suriname’s coastal ecosystems and vulnerable
Certainly! Below is an expanded version of the role, adding further details to give you an even more comprehensive overview of the Finance and Administrative Associate position for the Protection, Restoration, and Sustainable Use of Mangrove Forests (PRSUMF) project in Suriname.
Role of Finance and Administrative Associate in Detail
The Finance and Administrative Associate serves as the backbone of the financial and operational administration for the PRSUMF Project, ensuring that all financial processes, administrative procedures, and operational needs are aligned with UNDP standards. As an international organization, the UNDP works with numerous partners and donors to achieve developmental goals, and as such, the role requires the associate to understand complex financial regulations, possess strong problem-solving skills, and contribute to the smooth management of the project.
This position demands exceptional organizational skills, a strong understanding of financial management systems, and a keen eye for detail. It also involves a significant amount of communication and coordination with various project stakeholders, including EU partners, government officials, and local community members, ensuring that all involved parties are on track with financial and administrative requirements.
Deeper Dive into the Financial Responsibilities
1. Financial Planning and Budget Management
One of the primary responsibilities of the Finance and Administrative Associate is to ensure that the project’s financial operations remain on track. Budgeting is an ongoing process, and managing resources effectively is crucial to the success of the project.
- Annual Financial Planning: At the beginning of each year, the associate will assist the Project Manager in preparing the annual financial plan for the PRSUMF project. This involves evaluating last year’s financial performance, understanding the goals and objectives for the upcoming year, and calculating the necessary resources. This step is critical to ensuring that the project meets its financial targets and does not face any unexpected budget shortfalls.
- Mid-Year and Annual Budget Reviews: The Finance and Administrative Associate will support the Project Manager in conducting periodic budget reviews. Mid-year reviews are particularly important because they provide a snapshot of financial performance, offering the opportunity to make adjustments as needed. If the project is underperforming in certain areas, resources can be reallocated to ensure the project’s success.
- Forecasting Expenditures: With such a large-scale environmental initiative, it’s essential to forecast upcoming financial needs and ensure that the necessary funds are available. This includes forecasting cash flow, reviewing financial trends, and advising the team on when additional resources might be needed.
- Financial Oversight for EU Funds: As the project is funded by the European Union, the Associate must be familiar with EU funding guidelines, particularly for grants related to international development and environmental protection. This includes reporting on expenditures, tracking donor funds, and ensuring that the project adheres to EU financial protocols.
2. Financial Reporting
Transparency is paramount when managing project finances, especially in a multi-partner project like the PRSUMF initiative. The Finance and Administrative Associate will prepare detailed financial reports that provide clarity on how the project’s funds are being used.
- Monthly and Quarterly Financial Reports: These reports are vital to show the progress of the project against the budget and highlight any financial discrepancies. The Associate is responsible for compiling these reports and presenting them to the Project Manager for review.
- Annual Financial Audit: As part of UNDP’s standard financial accountability processes, there will be an annual audit of the project’s finances. The Finance and Administrative Associate will assist with preparing the necessary documents for the audit, ensuring that all records are up-to-date and properly filed. Any financial discrepancies identified during the audit will need to be addressed promptly.
- Ad-hoc Reports: In addition to regular reports, there may be requests for special reports from the UNDP or the EU donors. These may include ad-hoc analysis or a specific breakdown of spending on particular activities, events, or goods. The Associate will be expected to generate these reports swiftly while ensuring all data is accurate and clear.
- Audit and Compliance Support: As part of the reporting function, the Associate will also prepare the necessary documentation for audits by both UNDP and external auditors. This includes providing supporting documentation such as invoices, receipts, and contracts, as well as reviewing financial data for consistency with established budgets.
3. Procurement and Financial Compliance
Ensuring compliance with UNDP procurement guidelines and financial regulations is an essential part of the Finance and Administrative Associate’s role.
- Procurement Planning and Execution: The associate will be involved in procurement planning—identifying the goods and services needed for the successful implementation of the project. This could involve anything from hiring consultants and contractors to purchasing materials for community-based projects or mangrove restoration activities. The associate must ensure that all procurement is carried out in a transparent, cost-effective, and timely manner.
- Contract Management: Once contracts for goods or services are awarded, the Associate will help manage these contracts, ensuring all deliverables are met according to agreed-upon terms. They will also review payment schedules and ensure that invoices are paid promptly and in compliance with UNDP’s financial policies.
- Monitoring Financial Compliance: The associate is responsible for ensuring that all financial transactions adhere to donor agreements, UNDP’s financial rules, and international best practices. This involves tracking all payments, reviewing procurement files, and ensuring procurement audits are conducted.
4. Expense Control and Financial Risk Management
A key component of financial management is ensuring that resources are used in the most efficient and effective way possible, without unnecessary overspending.
- Monitoring Financial Health: The Finance and Administrative Associate will closely monitor the overall financial health of the project by identifying potential risks. This could involve tracking cash flow, flagging overexpenditures, or analyzing the cost-effectiveness of certain project activities. This ongoing financial oversight allows the project team to take corrective measures when needed.
- Managing Financial Risks: Managing risks goes beyond preventing overspending; the Associate must also manage the financial risks associated with project implementation. This includes risks related to currency exchange rates (for any international transactions), inflation rates, or changes in donor funding that could affect the overall budget.
- Reporting Financial Risks: The Associate will assist the Project Manager by identifying and reporting potential financial risks. Through careful monitoring, they can help mitigate these risks before they become problematic, ensuring the project stays on track.
Administrative Functions of the Role
In addition to financial management, the Finance and Administrative Associate is responsible for overseeing the administrative operations necessary to keep the project running smoothly. This includes managing the project’s logistics, coordinating meetings, handling communication, and ensuring that proper documentation is maintained.
1. Office Administration
The administrative responsibilities of the Associate help ensure that the office is properly managed and that all resources are available for staff to perform their tasks effectively.
- Office Supplies and Equipment: The associate will manage the procurement of office supplies, ensuring that the project team has the materials they need to operate efficiently. They will also manage the inventory of equipment, including computers, printers, and other technology required for project activities.
- Managing Office Space: The role may include some oversight of the project office space, ensuring that it is organized, functional, and conducive to productivity. This might involve liaising with office suppliers or landlords to ensure the space meets the project’s needs.
- Coordination of Project Events and Meetings: The Associate will coordinate project-related events such as meetings, workshops, trainings, and conferences. This includes managing logistics, booking venues, and ensuring the proper materials and resources are available for these events.
2. Logistical Support
As part of the operational team, the Associate will assist in logistical planning and organization for project activities.
- Event Logistics: For workshops, trainings, or community outreach programs, the Associate will be involved in organizing venues, arranging transportation, managing participant registrations, and ensuring that all aspects of the event run smoothly.
- Travel Coordination: If the project involves travel for team members or partners, the Finance and Administrative Associate will assist with travel arrangements, including flight bookings, accommodation, transportation, and preparation of travel expense reports.
- Managing Documentation: Administrative management also involves maintaining proper document storage for all project-related correspondence, reports, invoices, contracts, and other key documents. This includes digital and physical record-keeping, ensuring compliance with UNDP’s records management policies.
3. Supporting Communication and Coordination
Effective communication is essential in ensuring that all stakeholders stay informed about the project’s progress and developments. The Finance and Administrative Associate will assist in coordinating internal communication, as well as with external partners, stakeholders, and beneficiaries.
- Internal Communications: The Associate ensures that the project team is kept informed about project progress, financial status, and upcoming activities. This may involve preparing and distributing newsletters, internal reports, and project updates.
- External Communication with Donors: The Associate will help ensure that regular communication with donors, particularly the European Union, is maintained. This involves preparing financial summaries and project progress reports to ensure transparency.
Required Skills and Expertise:
In this critical role, the Finance and Administrative Associate should possess the following competencies and experience:
Core Competencies:
- Accountability: The Associate must be dependable and demonstrate ownership of tasks, ensuring all financial and administrative processes are completed accurately and in a timely manner.
- Ethical Conduct: Understanding of ethics and integrity in the financial sector is essential, including the ability to manage confidential information and avoid conflicts of interest.
- Teamwork: The role requires working closely with the Project Manager, technical experts, and local community members. The ability to contribute to a collaborative and supportive environment is critical to the project’s success.
Technical Competencies:
- Knowledge of Accounting Principles: Understanding and applying international accounting standards, such as IPSAS and IFRS, and ensuring that financial records comply with these standards.
- Financial Software Proficiency: Experience with financial management systems, particularly those used by UNDP or other international organizations. Knowledge of Excel, SAP, and Quantum is highly desirable.
- Procurement Expertise: Experience in the procurement of goods and services, ensuring compliance with donor and organizational regulations.
- Reporting Skills: Strong skills in financial reporting, including budget preparation, financial analysis, and report writing.
Education and Experience:
- Bachelor’s Degree in Finance, Accounting, Business Administration, or a related field.
- 4-7 years of experience in finance or administrative roles, ideally in international development projects or environmental sectors.
- Fluency in English is required, while proficiency in Dutch or Spanish is a bonus.
Conclusion
The Finance and Administrative Associate plays a pivotal role in ensuring the effective and efficient management of the PRSUMF Project, contributing not only to the financial success of the initiative but also to the overall operational success of the project. This is a highly impactful position with the potential to make a significant difference in the protection and sustainable use of Suriname’s mangrove forests, ultimately contributing to the climate resilience of coastal communities. Through their financial stewardship, administrative support, and logistical coordination, the associate helps drive the success of an ambitious and environmentally crucial project.
