Project Associate – Finance and Administration

Sri Lanka is experiencing its worst economic crisis since its independence in 1948, with foreign currency reserves at a record low. In April 2022, repayment of foreign debt was suspended and import restrictions were imposed to manage the forex crisis, which exacerbated shortages in fuel, gas, food, and medicine and led to an increase in the cost of living by 30-40%.

• The aftermath of the crisis has significantly impacted food security, as approximately 6.3 million Sri Lankans – out of the population of 22 million – are food insecure and are struggling with record-high food price inflation of more than 90%. Both energy and food insecurity have exposed the population to social insecurity.
• In response, the United Nations Development Programme (UNDP), with technical and financial assistance from various donor agencies such as the CITI Foundation, Japan Supplementary Budget, private sector partners etc, provides livelihood development support through the diversification of livelihoods and the introduction of entrepreneurship programmes, especially targeting women-led Small and Medium-sized Enterprises (SMEs), to secure sustainable income. Further to the provisions to access innovative markets, agriculture sector value and supply chain improvement interventions will be introduced to enhance family nutrition/ food security.
• These projects aim to enhance community resilience and the responsiveness of food systems. Further seeks to create pathways to sustain the initiative beyond the projects by building investor confidence through the creation of investible pipelines to mobilize private capital for the development of food systems.
• Against this backdrop, UNDP aims to recruit a Project Associate (Finance and Admin) to facilitate the implementation of the livelihood development and natural resources management projects. Working under the overall guidance of the Team Leader -CET and the supervision of the Project Manager, the Project Associate is responsible for all the admins and finance activities, logistic arrangements, and day-to-day project coordination.

Duties and Responsibilities

Support Financial management of the project focusing on the achievement of the following results:

• Ensure all accounting transactions for the projects are properly supported, documented and recorded in the accounting system and that all documentation is retained in accordance with internal procedures and donor policies.
• Track and report all project advances to partners and ensure they are accounted for and cleared per the accounting policies and procedures.
• Ensure payments for vendors are processed and paid in accordance with internal procedures and compliance requirements.
• Ensure accurate and timely project reports are prepared as required by internal Finance and Accounting policies and donor rules and regulations.
• Monitor project spending by reviewing the monthly project status reports and other management reports for accuracy, impact and potential adjustments.
• Supportthe budgeting and forecasting process for the project, ensuring that future budget forecasts are reasonable and reviewed with the technical team.
• Ensure compliance with all local laws and regulations, including payment of taxes.
• Ensure compliance with UNDP and donor financial and operational policies that maintain strong internal controls.
• Coordinate all necessary audits, statutory requirements, and financial enquiries from donors and the Government of Sri Lanka if required.
• Structure project finance transactions, including identifying financing sources, developing financing plans, and negotiating terms with suppliers, contractors, Civil Society Organizations (CSOs) and other partners.
• Conduct due diligence on potential suppliers, contractors, CBOs, CSOs, and partners, including assessing their financial stability and legal and regulatory compliance.
• Prepare and review legal documents related to project finance transactions, such as security agreements and guarantees.
• Build and maintain relationships with project direct implementing partners and other stakeholders involved with supporting services.
• Identify, assess, and manage risks associated with project finance transactions, including financial, legal, and regulatory risks.
• Monitor project activities and related payments to ensure they perform as expected and identify potential issues or risks.
• Prepare and present regular reports on project performance, financial metrics, and key performance indicators to project manager.
• Work with internal teams such as procurement, HRM, and accounting to ensure that all aspects of project finance transactions are properly coordinated and executed.
• Provide all the required data and supporting documents to CO for budget revisions, donor reporting, etc.

Ensure administrative and logistical support to the project Office focusing on the achievement of the following results:

• Maintain up-to-date files and records of project documentation.
• Liaise with the Integrated Services Team to ensure project finance and admin related work is efficiently carried out.
• Drafting and submission of required reports and other documentation in a qualitative manner to be submitted to the Project Manager and Technical Specialists and liaison with the partners as required.
• Ensure the timely and smooth implementation of all project logistics.
• Maintenance of required administrative records – e.g. time sheets/attendance sheets, leave reports, overtime statements, travel documents, etc.
• Administrative, secretarial and logistical support to conduct meetings, conferences, workshops and training programmes.
• Maintain good rapport with the Government Offices and other partners in the designated area to enable continuous smooth working relationships with them.
• Custodian for management of office stationery supplies, including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.

Support effective project implementation focusing on the achievement of the following results:

• Supports the Project Manager and Technical Specialists on activities outlined for the Projects.
• Actively participates in the preparation of work plans and operation plans as well as procurement plans for projects.
• Coordinates the timely submission of progress reports and assists with data entry and the preparation of charts, graphs, and periodic progress reports.
• Supports and facilitates external assessment teams, audits, donor assessments and missions.
• Review agreements/proposals, track the use of project resources, and follow up on progress.

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.
• Providesupport 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 communitiesand mobilize action.
• Provide support in the dissemination and sharing of relevant data and lessons learned withinthe CO and regionally. Keep pulse on emerging best practices nationally, regionally, and internationally that relate to the work of the assigned project

Required Skills and Experience

Education:

• Secondary education is required, or University Degree in Business Administration, Public Administration, Finance, Project Management, Economics or equivalent field will be given due consideration, but it is not a requirement.

Experience:

• A minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of progressively responsible experience in supporting the implementation of projects in the development sector is required.

Desired skills in addition to the competencies covered in the Competencies section:

• Experience working with international institutions would be an asset.
• Experience in food security projects will be an advantage.
• Experience working with Civil Society Organizations (CSOs) will be an asset.
• Previous working experience in the UN System is an asset

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/20374