Finance and Administrative Associate at UNDP Philippines: Strategic Monitoring and Evaluation Project
Finance and Administrative Associate – UNDP (Manila, Philippines)
This position is with UNDP (United Nations Development Programme) under the National Economic and Development Authority (NEDA) – UNDP Strategic Monitoring and Evaluation (M&E) Project. The project aims to strengthen the Philippine government’s capacity for monitoring and evaluation (M&E) of major government programs to improve decision-making and policy implementation.
Key Responsibilitieshttp://UNDP Finance and Administrative Associate Job Posting
The Finance & Administrative Associate will provide financial, administrative, and logistical support to the project while ensuring compliance with UNDP rules and government regulations. The main duties include:
1. Finance and Project Fund Management
- Assist in developing annual work plans and procurement plans for the project.
- Ensure financial integrity and proper utilization of project funds.
- Perform budget checks, manage expenses, and process payments using the UNDP Quantum system.
- Prepare financial reports and ensure timely processing of cash advances, reimbursements, and liquidations.
2. Administration & Logistics
- Handle document management, including filing both hard and soft copies of project records.
- Organize and coordinate meetings, workshops, training, and travel logistics.
- Provide support in recruitment for hiring individual consultants or service providers for the project.
- Ensure compliance with audit requirements and maintain proper documentation for internal and external reviews.
3. Procurement Support@vacancyspaces.com
- Coordinate with UNDP’s Procurement team to purchase supplies and services.
- Manage purchase requisitions, requests for quotations, and cost assessments.
4. Knowledge Sharing & Communication
- Document lessons learned and best practices in financial and administrative processes.
- Support knowledge-sharing efforts within the government, NEDA, and UNDP teams.
- Assist in drafting progress reports, presentations, and other documents for stakeholders.
Who Can Apply?
Education & Work Experience
- Bachelor’s degree with at least 3 years of relevant experience OR high school diploma with at least 6 years of experience in finance, accounting, or administrative roles.
- Preferably with a background in Finance, Accounting, Business Administration, Economics, Planning, Social Sciences, or Statistics.
Key Skills & Qualifications
✔ Financial Management: Experience in preparing budgets, financial reports, and expense tracking.
✔ Administrative Support: Strong organization skills in handling project logistics and office administration.
✔ Government & UN Experience (Preferred): Experience working with government agencies, the UN, or international organizations is a plus.
✔ Technical Skills: Proficiency in Microsoft Office (Word, Excel, PowerPoint) and experience using web-based management systems (such as UNDP’s Quantum system).
✔ Language Requirements: Must be fluent in English and Filipino.
Why Apply?
✔ Work with the United Nations (UNDP) – a global organization focused on sustainable development.
✔ Contribute to national development by improving government monitoring and evaluation systems.
✔ Gain experience in finance and project administration in an international setting.
✔ Career growth opportunities with potential contract extensions beyond 1 year.
How to Apply?
You need to submit:
📌 Your CV or UNDP P11 Form (listing previous work experience and at least 3 references)
📌 A cover letter explaining why you’re a good fit for the role
📌 Transcript of Records & Diploma
📌 Relevant training certificates (if applicable)
⏳ Deadline: March 21, 2025 (11:00 PM)
Would you like help in drafting your resume or cover letter? 😊
Certainly! Below is a detailed and comprehensive explanation of the Finance and Administrative Associate position at UNDP in the Philippines.
Finance and Administrative Associate – UNDP (Manila, Philippines)
Introduction to UNDP and the Role
The United Nations Development Programme (UNDP) is a global organization dedicated to sustainable development, poverty eradication, and good governance. It works in more than 170 countries and territories to promote inclusive economic growth, environmental sustainability, and strong institutions.
In the Philippines, UNDP partners with various government agencies to implement development projects that enhance national and local governance. One of these projects is the Strategic Monitoring and Evaluation (M&E) Project, which aims to strengthen the Philippine government’s capacity for monitoring and evaluating major government programs to ensure better decision-making and implementation of policies.
The Finance and Administrative Associate will play a crucial role in ensuring financial and administrative efficiency for the project. This position requires a strong understanding of finance, budgeting, administration, and procurement processes. The selected candidate will work closely with the National Economic and Development Authority (NEDA), government agencies, and UNDP teams to ensure the effective implementation of the project.
Table of Contents
Project Overview: Strategic Monitoring and Evaluation (M&E) Project
The Strategic Monitoring and Evaluation (M&E) Project is a collaboration between UNDP Philippines and NEDA to enhance the Philippine government’s ability to evaluate key programs and policies. The project is aligned with the Philippine Development Plan (PDP) and focuses on evidence-based decision-making for national progress.
Objectives of the Project
🔹 Conduct thematic evaluations of major government programs and policies.
🔹 Build capacity for monitoring and evaluation among government agencies.
🔹 Implement the National Evaluation Policy Framework (NEPF) by developing guidelines and organizing M&E training and forums.
🔹 Strengthen the Philippine government’s capacity to use data and evidence for decision-making.
🔹 Promote transparency, accountability, and efficiency in public policy implementation.
This project is fully funded by NEDA and implemented with support from UNDP’s Country Office in the Philippines. The Finance & Administrative Associate will ensure the smooth financial and administrative management of this initiative.
Key Responsibilities of the Finance & Administrative Associate
The Finance & Administrative Associate will handle various finance, administrative, procurement, and logistical tasks to ensure the smooth implementation of the project. The duties are categorized as follows:
1. Financial Management and Budgeting
One of the primary responsibilities of this role is to manage the project’s finances efficiently. The associate must ensure compliance with both UNDP financial policies and Philippine government financial regulations. The key tasks include:
✅ Assisting in the preparation of annual budgets, financial forecasts, and work plans for the project.
✅ Ensuring the proper utilization and tracking of project funds to maintain financial integrity.
✅ Managing the internal expenditures control system, including budget checks and corrective actions.
✅ Processing cash advances, reimbursements, and liquidations for project expenses.
✅ Using the UNDP Quantum financial system for tracking expenditures and generating reports.
✅ Preparing monthly, quarterly, and annual financial reports in line with UNDP and government financial rules.
✅ Working closely with the UNDP Finance Team to ensure smooth financial transactions.
✅ Supporting the auditing process by ensuring that all financial documents are accurate and properly stored.
2. Administrative and Logistical Support
The Finance & Administrative Associate will also be responsible for managing day-to-day administrative and logistical operations to support project implementation. The key tasks include:
✅ Organizing and managing meetings, workshops, and training sessions related to the project.
✅ Handling travel arrangements, accommodations, and transportation for project staff and stakeholders.
✅ Preparing official project documents, letters, and reports for UNDP and NEDA.
✅ Ensuring that all project records are properly filed and maintained (both physical and digital copies).
✅ Coordinating with partner agencies, stakeholders, and UNDP teams for smooth implementation of activities.
✅ Ensuring proper coordination and availability of all project-related documents for internal and external audits.
3. Procurement and Asset Management
Procurement is a key aspect of project management, and the Finance & Administrative Associate will play a significant role in acquiring necessary goods and services. The key tasks include:
✅ Creating purchase requisitions for goods and services required for the project.
✅ Coordinating with the UNDP Procurement Team to facilitate purchasing and contract management.
✅ Managing requests for quotations, price analysis, and vendor selection.
✅ Ensuring that all procurement activities follow UNDP rules and regulations.
✅ Keeping a record of project assets, office supplies, and inventory management.
4. Support for Human Resource Management
The Finance & Administrative Associate will assist in the recruitment and management of consultants and other project personnel. Key responsibilities include:
✅ Assisting in the hiring process of consultants, researchers, and other project personnel.
✅ Managing contracts, processing payments, and ensuring compliance with UNDP HR policies.
✅ Keeping an updated record of all personnel documents, agreements, and contracts.
5. Knowledge Sharing and Communication
As part of UNDP’s governance and transparency efforts, the Finance & Administrative Associate is expected to contribute to knowledge sharing and capacity-building initiatives. The key responsibilities include:
✅ Documenting and sharing lessons learned and best practices in financial and administrative management.
✅ Providing input for progress reports, evaluation reports, and presentations for stakeholders.
✅ Supporting capacity-building efforts by assisting in the design and delivery of training sessions for partner agencies.
Qualifications and Experience Required
Educational Background
✅ Bachelor’s degree in Finance, Accounting, Business Administration, Economics, Planning, Social Sciences, or Statistics with at least 3 years of experience.
✅ OR High school diploma with at least 6 years of relevant experience in finance, administration, or accounting.
Work Experience
✅ At least 3 years (with a bachelor’s degree) or 6 years (with a high school diploma) of experience in administration, finance, and accounting within a project management setting.
✅ Experience working with international organizations, UN agencies, or government agencies is an advantage.
✅ Knowledge and experience in financial reporting, budgeting, and procurement processes.
✅ Strong skills in Microsoft Office (Word, Excel, PowerPoint) and web-based management systems.
Key Competencies
✔ Financial Management – Budgeting, accounting, and financial reporting.
✔ Administrative Support – Event management, logistics, and office coordination.
✔ Procurement & Vendor Management – Purchasing goods and services while ensuring compliance.
✔ Attention to Detail – Strong analytical skills and accuracy in financial documentation.
✔ Interpersonal & Communication Skills – Ability to work with diverse stakeholders.
✔ Language Proficiency – Fluent in English and Filipino (both written and spoken).
Why Apply for this Position?
💡 Career Growth: Work with UNDP, a globally recognized organization with career advancement opportunities.
🌍 Meaningful Impact: Contribute to national development by improving the Philippine government’s monitoring and evaluation capacity.
📈 Professional Development: Gain valuable experience in finance, administration, and project management.
💼 Work-Life Balance: UNDP promotes diversity, inclusion, and a professional yet flexible work environment.
How to Apply?
📌 Submit the following:
✔ CV or UNDP P11 Form with previous work experience and three references.
✔ Cover Letter explaining why you are the best candidate for the role.
✔ Transcript of Records & Diploma.
✔ Relevant Training Certificates (if applicable).
⏳ Deadline: March 21, 2025 (11:00 PM)
Would you like help in drafting your resume or cover letter? 😊
Sure! Here’s a further expansion on the Finance and Administrative Associate role at UNDP, diving deeper into the responsibilities, qualifications, and overall value of this position, along with additional context around UNDP’s work and this specific job’s relevance to the project in Manila.
Role Overview: Finance and Administrative Associate at UNDP
The Finance and Administrative Associate is a pivotal role within the Strategic Monitoring and Evaluation (M&E) Project in partnership with NEDA. As an essential part of the UNDP Philippines team, the Finance and Administrative Associate will ensure the financial and administrative integrity of the project. This person will be tasked with the management and oversight of financial transactions, administration of resources, procurement of goods and services, logistical planning for meetings and events, as well as overseeing day-to-day operations in the project’s implementation.
The associate will need to manage the financial lifecycle of the project, ensuring that all expenditures are tracked, documented, and aligned with the rules and regulations of both UNDP and the Philippine government. The role will also require regular interaction with a variety of stakeholders, both within the UNDP Country Office and external agencies such as NEDA, other government institutions, and local project partners.
Responsibilities of the Finance and Administrative Associate
The Finance and Administrative Associate’s responsibilities span across several functional areas, which are categorized into five key areas:
1. Financial Management and Reporting
The financial oversight of the project is perhaps the most critical aspect of this role. As the Finance and Administrative Associate, you will be responsible for ensuring that the project adheres to budgeting processes, financial rules, and audit standards. This ensures that resources are allocated properly, and the financial integrity of the project is upheld at all times.
Key Tasks:
- Support the preparation and maintenance of annual budgets and the project’s procurement plans.
- Monitor and track the expenditure of funds by ensuring proper internal controls are in place for budget checks, invoice verification, and cash management.
- Prepare and process payments for various project-related expenses such as cash advances, reimbursements, and liquidations.
- Prepare financial reports for submission to both the UNDP Finance Team and NEDA, ensuring that these reports comply with both UNDP’s financial reporting standards and the Philippine government’s requirements.
- Ensure that all transactions are documented, filed correctly, and are audit-ready at any given moment, maintaining high standards of financial management throughout the project’s lifecycle.
- Regularly monitor the fund utilization to ensure that resources are used effectively in line with the project’s objectives and budget constraints.
2. Administrative and Logistical Support
Beyond financial tasks, the Finance and Administrative Associate will play an active role in the administration and logistics that support the day-to-day execution of the project. These duties ensure that meetings, workshops, travel, and other events are executed seamlessly, providing logistical support to stakeholders and project teams.
Key Tasks:
- Organize meetings, workshops, training sessions, and other project-related events, ensuring all logistical arrangements are handled, such as venue bookings, accommodation, transportation, catering, and equipment rentals.
- Assist with the management of project personnel, including handling contracts and HR management for consultants, contractors, and temporary staff.
- Oversee the procurement of any supplies, materials, and services required for the successful delivery of project activities. This includes liaising with suppliers and contractors and ensuring that all procurement is in line with UNDP’s procurement policies.
- Maintain proper records and filing of hard and soft copies of official project documentation, including agreements, contracts, financial reports, meeting minutes, and other critical files.
3. Procurement Management
The Finance and Administrative Associate will be involved in the procurement process for goods and services necessary for the project. These services and materials may include office supplies, event-related materials, or even hiring of external consultants or service providers.
Key Tasks:
- Create purchase requisitions and ensure compliance with UNDP and Philippine government procurement regulations.
- Coordinate with the UNDP Procurement Team to ensure the timely purchase and acquisition of goods and services needed for the project.
- Prepare requests for quotations, cost estimates, and manage the bidding process for services, ensuring that it follows proper procedures.
- Evaluate bids and select appropriate vendors, ensuring that the best possible value for money is secured for the project while maintaining transparency.
- Ensure the delivery and proper use of purchased goods and services are managed in line with the project’s timeline and budget.
4. Human Resources and Recruitment
Managing the human resources aspect of the project is crucial to ensuring that the necessary talent is brought on board to meet the project’s objectives. The Finance and Administrative Associate will assist in the recruitment, management, and contracting of consultants and project staff, ensuring that all hiring processes are transparent and efficient.
Key Tasks:
- Coordinate the recruitment process for individual consultants, firms, or other project-related staff.
- Ensure that contracts are established according to UNDP’s rules and regulations and that all employment conditions are met.
- Track and manage the payment process for consultants, ensuring that they are processed in a timely manner.
- Maintain accurate records for all personnel working on the project, ensuring that contracts, invoices, and other documents are kept up to date.
5. Knowledge Management and Capacity Building
The Finance and Administrative Associate will contribute to knowledge sharing within the team and beyond, ensuring that the lessons learned from the financial and administrative processes are shared with other UNDP teams, project partners, and stakeholders.
Key Tasks:
- Provide contributions to knowledge-sharing platforms by documenting and synthesizing lessons learned from financial processes and administrative operations.
- Ensure that all team members and stakeholders have access to the necessary resources and training to effectively manage the project.
- Assist with the design and delivery of training programs for partners, strengthening the M&E capacity of NEDA and other government agencies.
Qualifications and Experience Required
For this position, the Finance and Administrative Associate should possess the following:
- Educational Qualifications:
A Bachelor’s degree in Finance, Accounting, Business Administration, Economics, or a related field. However, candidates with a secondary education and relevant work experience in a project management environment will also be considered. - Experience Requirements:
- A minimum of 3 years of relevant experience in finance, administration, and accounting is required. Candidates with a high school diploma must have 6 years of experience.
- Experience in project financial management and budgeting is essential.
- Previous experience working with international organizations, UN agencies, or government agencies is highly preferred.
- Proficiency in Microsoft Office applications (Excel, Word, PowerPoint) and web-based management systems is also important.
Why Apply for This Role?
This position offers a fantastic opportunity to contribute to the sustainable development of the Philippines by enhancing the country’s monitoring and evaluation systems. The UNDP Philippines Country Office provides a dynamic work environment that emphasizes collaboration, flexibility, and professional growth. As a Finance and Administrative Associate, you’ll be involved in a project that plays a critical role in ensuring the effective implementation of government programs and the use of data-driven decision-making to improve public service delivery.
Conclusion
The Finance and Administrative Associate position at UNDP Philippines is a key role in ensuring the success of the Strategic Monitoring and Evaluation Project in partnership with NEDA. This role requires individuals with a strong background in finance, administration, procurement, and logistics, combined with a passion for development work. By managing financial resources effectively, ensuring efficient administrative support, and contributing to capacity-building efforts, the selected candidate will play a significant role in improving the country’s capacity to monitor, evaluate, and improve public programs.
Are you ready to take the next step in your career with UNDP? Would you like any assistance in applying, such as drafting a cover letter or resume? Feel free to ask!
