Finance and Admin Associate (Open to all applicants)

Background

Mangroves are critical for coastal protection as they prevent coastal erosion and help to stabilize coastal land. Mangroves are critical nature-based solution to mitigate the impact of rising sea levels and storms and adapt to climate change. Coastal mangroves can adapt to sea level rise and storms surges by moving inland over time.  Suriname is home to 2 percent of the world’s total mangroves. In Suriname, mangrove forests cover 90 percent of the total coastline of 386 kms. The low-lying coastal region is also where majority of the population lives (i.e nearly 90 percent of the country’s population). In short, mangroves play a critical role in physical/geographical and socio-economic aspects of the country. 

UNDP has been a key development partner of the Surinamese Government and its people since 1994. UNDP continues to support Suriname through its three broad programmatic areas: Democratic Governance, Social Development, Environment, Climate Change and Natural Resource Management. The three programmatic areas are interlinked, integrating nature-based solutions, justice and social services with the engagement of stakeholders that are relevant to all three programmatic areas. 

UNDP in partnership with the European Union has been supporting Suriname in preservation and conservation of mangrove forests, especially through the two phases of the Global Climate Change Alliance (GCCA+) programmes – phase one: from March 2016 to August 2019 and phase 2: 2020- 2023. In 2024, UNDP and EU launched a new initiative Protection, Restoration, and Sustainable Use of Mangrove Forest (PRSUMF) project (2024 to 2027). 

The PRSUMF project builds on the results achieved in strengthening mangrove protection and conservation by the GCCA+ programme. The PRSUMF project aims to support Suriname in building the resilience of target coastal communities through inclusive, gender-responsive coastal zone management, mangroves conservation, and sustainable use. The project aims to achieve this objective: 

1. By strengthening coordination, legal and strategic frameworks, for integrated coastal zone management, water management, coastal defense, and governance. 
2. By enhancing the meaningful participation of local communities in the co-management of mangroves and Multiple Use Management Areas (MUMAs) and 
3. Lastly, by increasing sustainable income generation with a focus on women and youth, from mangrove-based value chains such as honey, fisheries, and nature-tourism.

Through the above approach, the project aims to mitigate some of the impact of rising sea levels, and frequent flooding, and support the country’s population to adapt to climate change by playing a central role in sustainable mangrove protection and use and adopting sustainable economic activities.

The project will be implemented by a project management unit headed by a Project Manager. The Finance and Admin Associate position will be part of the project management unit assisting the project team. 

Scope of Work: 

The Finance and Administrative Associate will be responsible for day-to-day financial as well as administrative activities pertaining to the implementation of the PRSUMF project. S/He will support all financial and internal control concerns on the project, such as budgeting, raising of vouchers, procurement, updating reporting templates, payments as well as ensuring the implementation of financial and internal controls on the project under direct supervision of the Project Manager and overall guidance of the UNDP Suriname operations. The Finance and Administration Associate will ensure the adequate financial controls are in place to maintain propriety and proper accountability of expenditures during project implementation. 

Key functions and responsibilities 

Key functions and responsibilities of the Finance and Admin Associate include: 

a. Effective and efficient administrative and logistical support: 

• Support the Project Manager with overall administration of financial planning and budgeting of the Project 
• Support the project manager in preparation and submission of monthly and annual project budget and Annual progress reports in line with UNDP and EU requirements 
• Regularly monitor the project budget, to inform the Project Manager and other staff on the project expenditure rate and give advice on any necessary adjustments.
• Support acquisitions of goods and services and manage project assets and maintain control over project property through a log that indicates the property, value of property, condition and location. 
• Responsible for ensuring adherence to administrative processes of the organization regarding the project. 
•  Ensure implementation of regulations and procedures for procurement. 
• Any other duties assigned by the supervisor. 

b. Support project financial management:

• Oversee all payments issued under the project (including those made to vendors, grantees, consultants, subcontractors, and staff) and ensure that they are issued in compliance with EU and UNDP financial &accounting policies and procedures and that they are in line with the project budget. 
• Record all financial transactions in Quantum and ensure accurate bookkeeping with proper supporting documentation.
• Analyse the project Combined Delivery Reports and subsequent evaluation and compliance;
• Routinely monitor and follow up on any outstanding advances and ensure appropriately liquidated within a timely manner. 
• Routinely prepare financial projections (including accrued and projected costs) with the project team in order to ensure that project expenses are in line with the budget and provide accurate forecasts. 

c. Support operational management of the project:

• Supervise Project associate in office management and overall administrative functions and ensures that office supplies are in stock.
• Alert budget holders and partners on compliance issues. 
• Ensure EU/ UNDP regulations and financial, fraud awareness policies and procedures are clearly communicated to partner staff, and all activities meet EU/ UNDP requirements 
• Support the UNDP Suriname Operations department with preparation of reports for audit and reporting purposes. 

d. Support knowledge building, knowledge sharing and capacity building relevant to the assigned project. 

• Participate in training and organize briefings on internal procedures for the project staff. Provide support to other capacity building activities, including to the design and delivery of tools, materials for workshops, or platforms that tap into the collective intelligence of communities and mobilize action. 
• Provide support in the dissemination and sharing of relevant data and lessons learned within the CO and regionally. Keep pulse on emerging best practices nationally, regionally, and internationally that relate to the work of the assigned project. 
• Make sound contributions to knowledge networks and communities of practice. Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. 

Institutional arrangement

The Finance and Administrative Associate works under the general supervision of the Project Manager and collaborates closely with the Team and all other CO units.

Competencies

Core competencies

Cross-functional & Technical competencies

Minimum Qualifications of the Successful NPSA

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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