Project Associate (Finance & Admin) - Roster Recruitment

1- Ensure Financial Management and Reporting

• Assist in setting up and maintaining financial control systems; process financial transactions in line with Government of Bangladesh (GoB) and UNDP/organizational policies and procedures.

• Effectively manage and monitor donor funds in alignment with the Annual Work Plan (AWP) and in full compliance with donor agreements.

• Monitor expenditures against the approved AWP; maintain shadow budgets and ensure timely project financial delivery.

• Prepare monthly, quarterly and annual financial reports as per organizational and donor requirements.

• Prepare quarterly Fund Authorization and Certification of Expenditures (FACE) forms, including cashbook and bank reconciliation; ensure timely liquidation of advances.

• Review and process all payment requests, including travel claims and suppliers' invoices, ensuring compliance with UNDP financial rules.

• Support the preparation and revision of the AWP and multi-year budgets in coordination with the Project Manager.

• Ensure timely processing of ERP/Quantum system transactions, including budget uploads, General Ledger Journal Entries (GLJE) and ongoing budget monitoring.

• Prepare vouchers and financial transactions in alignment with UNDP rules and regulations, ensuring accuracy and compliance.

• Support the audit process, including responding to audit observations and implementing recommendations.

• Regularly monitor the financial dashboard to identify and address any pending issues in a timely manner.

• Ensure financial closure of the project/programme in line with donor and government requirements.

2- Provision of Administrative, Logistics and Asset Management Services 

• Provide day-to-day administrative and logistical support to ensure the smooth operation of project activities.

• Coordinate logistics for events such as workshops, seminars, conferences and field missions.

• Ensure proper record-keeping and a systematic filing system for administrative, logistics, vehicle and equipment-related documents.

• Monitor the security and maintenance of project equipment, vehicles and assets; support asset transfer and disposal formalities as required.

• Ensure compliance with UNDP travel and vehicle usage policies; maintain accurate vehicle logs and related documentation.

• Assist in HR-related activities such as recruitment support, contract management, staff evaluations and maintaining personnel records.

• Assist with the procurement process; follow up on deliveries and troubleshoot delays in goods/services acquisition.

• Support the Project Manager in drafting Letters of Agreement (LoAs), MoUs, contracts and other administrative documents, ensuring alignment with UNDP and GoB guidelines.

• Maintain all registers and records, including asset/inventory logs, document registers and others as required.

• Support the closure of project activities, including submission of final reports and completion of asset disposal and other administrative tasks.

3- Ensure Quality Assurance and Compliance

• Verify implementing partner activities and fund utilization as per approved FACE forms; monitor disbursement and adjustments to ensure compliance with financial and programmatic targets.

• Support spot checks, audits and financial reviews of implementing partners, contributing to transparent financial oversight and risk management.

• Assist in the preparation of monthly, quarterly and annual progress and financial reports, consolidating validated data from implementing partners.

• Contribute to the development and update of Standard Operating Procedures (SOPs) to enhance operational efficiency and strengthen internal controls.

• Coordinate logistical and administrative support for project activities, including workshops, training sessions, field missions and event management.

• Maintain organized documentation and filing systems for all financial and administrative records, ensuring readiness for audits and evaluations.

• Ensure compliance with UNDP's anti-fraud and anti-corruption policies in all financial operations.

• Apply strong financial data-integrity controls and support value-for-money in operations; uphold UNDP’s safeguarding standards, including protection from sexual exploitation and abuse (PSEA), within the area of responsibility.

4- Facilitate Knowledge Building and Sharing

• Participate in trainings for project and operations staff on financial and administrative procedures.

• Provide on-the-job training and support for project staff in the areas of finance and administration.

• Contribute to the documentation and sharing of best practices and lessons learned to strengthen project operational performance.

• Support the development and maintenance of knowledge products related to administrative and financial processes.

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