State Project Associate (Admin and Finance)

1. Organizational Context 

 

UNDP has been working in India since 1951 in almost all areas of human development. Together with the Government of India and development partners, we have worked towards eradicating poverty, reducing inequalities, strengthening local governance, enhancing community resilience, protecting the environment, supporting policy initiatives and institutional reforms, and accelerating sustainable development for all. 

 

With projects and programmes in every state and union territory in India, UNDP works with national and subnational government, and diverse development actors to deliver people-centric results, particularly for the most vulnerable and marginalized communities. As the integrator for collective action on the Sustainable Development Goals (SDGs) within the UN system, we are committed to supporting the Government of India’s national development vision and priorities and accelerating the achievement of the SDGs for the people and the planet. 

 

UNDP India’s new Country Programme (2023-2027) builds on our prior work and aims to provide an integrated approach to development solutions in three strategic portfolios:  

 

• Strong, accountable, and evidence-led institutions for accelerated achievement of the Sustainable Development Goals (SDGs).
• Enhanced economic opportunities and social protection to reduce inequality, with a focus on the marginalized.
• Climate-smart solutions, sustainable ecosystems, and resilient development for reduced vulnerability.

 

South-South cooperation, gender equality and social inclusion are promoted across the pillars. The programme is supported by a framework of renewed partnerships and blended finance solutions, strategic innovation and accelerator labs, and data and digital architecture.

 

You are invited to join a team of future-smart development professionals to support India in achieving the national and globally agreed goals. As part of the UNDP team, your focus will be to work with diverse stakeholders to find country-specific solutions that lead to sustainable development and reach those furthest behind first.

 

 

1. Office/Unit/Project Description

 

UNDP is currently working in various areas concerning sustainable development, from systems and institutional strengthening to inclusive growth and sustainable livelihoods, and sustainable energy, environment, and resilience. The Action for Climate and Environment (ACE) Unit at UNDP is organized around the thematic areas of climate change adaptation and mitigation; disaster management and resilience; and access to clean and efficient energy. 

 

The Green Climate Fund (GCF) project – on “Enhancing Climate Resilience of India’s Coastal Communities” supports the Government of India and the state governments in the project states of Andhra Pradesh, Odisha and Maharashtra, to enhance the resilience of vulnerable coastal communities to climate change through ecosystembased adaptation (EbA). The project combines GCF grant finance with significant leveraged co-finance from central and state governments to shift the paradigm towards a new approach, integrating ecosystem-centered and community-based approaches to adaptation into coastal management and planning by the public sector, the private sector and civil society. The project supports the Ministry of Environment, Forest and Climate Change, Government of India, and the nodal departments of the target State governments, to enhance the resilience of the lives and livelihoods of the most vulnerable populations, particularly women, in the coastal areas of India to climate change and extreme events, using an ecosystem-centered and community-based approach in three target states. This project as well contributes towards the achievement of climate priorities outlined in India’s National Action Plan on Climate Change (2008), the State Action Plans, as well as commitments outlined in India’s Nationally Determined Contributions (2015). 

 

The project works at national, state and community levels to enhance capacities for ecosystem-based approaches to climate change adaptation and enable climate policy and finance shifts to catalyze climate action in all of India’s coastal states and union territories. The project will enhance the resilience of coastal communities throughout India, through the implementation of interventions under the following inter-linked outputs: 

· Output 1: Enhanced resilience of coastal and marine ecosystems and their services. 

· Output 2: Climate adaptive livelihoods for enhanced resilience of vulnerable coastal communities; and 

· Output 3: Strengthened coastal and marine governance and institutional frameworks for climate resilient management of coastal areas. 

 

The above will be achieved through interventions outlined below in target landscapes in the three states namely, Andhra Pradesh, Maharashtra, and Odisha:

· Protect and restore ecosystems such as mangroves and seagrass,

· Help communities adopt climate-adaptive livelihoods and value chains,

· Mainstream EbA principles into coastal planning and governance, enabling intersectoral coordination for addressing climate risk across all of India’s coastal states.

 

1. Job Purpose and Scope of Work

 

1. Main Purpose:

 

The State Project Associate will be a part of the State project management team and will work under the direct supervision of the State Project Manager (SPM), Odisha, UNDP India and will work in close collaboration with the Finance and Admin Officer at the National Project Management Units (NPMU), New Delhi. S/he will ensure engagement of all direct stakeholders and delivery of project objectives in coordination with the state nodal agency (Forest, Environment and Climate Change department, Govt. of Odisha), when needed.

 

1. Duties and Responsibilities:

 

Finance Level Support

• The State Project Associate – Admin and Finance will be responsible for overall program finance which will include budgeting, expenditure monitoring against approved AWPs, MYWPs, consolidation of financial; monitoring reports; internal and external reporting. 
• Will be responsible for financial reporting to the State Project Management Unit-Odisha, GCF, UNDP India office and National Project Management Unit (NPMU), Ministry of Environment, Forest and Climate Change (MOEFCC) and relevant agencies as may be required. 
• Update data required for regular financial reviews and related financial reports required for internal review meetings including delivery and oversight meetings.
• Will be responsible for preparation of financial reporting for timely submission to Ministries and donors.
• Efficient contract management to ensure smooth implementation of project activities and to ensure that no contract lapses.
• Assist Programme team in preparing annual work plan.
• Collect, collate and process annual audit reports/ FACE Forms submitted by institutes and other implementing agencies for submission to UNDP Finance team.

 

Administrative Level Support

• Support the team in organizing capacity building/training programs, events, meetings (inside and outside office) around finance procedures and audits, etc.
• Manage the project accounts during the entire project implementation period.
• Prepare the financial statements and financial forecasting for the projects.
• Liaise with relevant government agencies and other project partners for effective and timely receipt of various physical and financial reporting from across all project teams and partners.
• Liaise with UNDP CO finance team to ensure timely processing of payments.
• Ensuring all procurement and HR requests get timely processed. Work closely with other team members and conduct a quality check on RFPs, LoAs, ToRs for IC and NPSAs etc. prepared by team members; guide and mentor them in the preparation of quality documentation.

 

Logistic Support

• Arrange for logistics and system protocols for travel of team members, consultants, government officials, etc.
• Ensure timely submission and clearance of travel claims and other local reimbursements.
• Support all procurement processes including vendor identification, assessment, registration, recording of delivery, quality control, timely payments, and closure.
• Provide inputs for the timely submission of all progress and other reports as may be required by        GCF, UNDP India office and National Project Management Unit (NPMU), Ministry of Environment, Forest and Climate Change (MOEFCC)other key stakeholders.
• Coordinating with other operations and programme team members in the NPMU for effective delivery of results.
• Perform any other tasks consistent with the level of the post and/ or assigned by the State Project Manager.

 

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

 

1. Institutional Arrangement

 

Direct Reporting To[1]: State Project Manager, Odisha NPSA9

Reportees to this position (if applicable): Nil

 

1. Competencies

Core
Achieve Results:	LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:	LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously:	LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility:	LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination:	LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:	LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:	LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies  Thematic Area Name Definition Business Direction & Strategy  Effective Decision Making  Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources Business Management  Communication Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels. Business Management  Monitoring Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.   Business Management Digital Awareness and Literacy Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.  Business Management Operations Management Ability to effectively plan, organize, and oversee the organization’s business processes to convert its assets into the best results in the most efficient manner.  Knowledge of relevant concepts and mechanisms. Business Management  Risk Management Ability to identify and organize action around mitigating and proactively managing risks Administration and operation  Events management (including workshops, trainings, and meetings) Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

 

1.  
2.  
3.  
4.  
5.  
6.  
7.  

 

Min. Education requirements	Secondary education is required.   OR A university degree (Bachelors’ degree) in Operations /Finance/ Administration or any other closely related field will be given due consideration, but it is not a requirement. Fully Qualified Accountant, from an internationally accredited institute of accountancy or Full Completion of the UNDP Finance Training and Certification Programme (FTCP). No UNDP Accountancy and Finance Test (AFT) required.    Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete UNDP Finance Training and Certification Programme (FTCP), if recruited. However, no UNDP Accountancy and Finance Test (AFT) is required.   Candidates with no professional accountancy qualifications but with relevant experience must successfully undertake UNDP Accountancy and Finance Test (AFT) before shortlisting, and must complete the UNDP Finance Training and Certification Programme (FTCP), if recruited
Min. years of relevant work experience	Minimum 6 years (with high school diploma) or 3 years (with bachelor’s degree) of progressively responsible finance , accounting, Administration or relevant related experience at the national or international level is required. Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheets and web-based management systems such as ERP financials and database packages. Knowledge of IPSAS and/or IFRS is required.
Required skills	Ability/Experience to interpret, resolve and report on operational challenges.  Sound knowledge/experience of General Financial Rules (GFR), regulations, and accounting procedures.  Ability/experience to promote accountability and resource-based management. Good understanding/experience of audit requirements and ensure compliance to the audit requirements is an asset. Knowledge of MS Office and other relevant software packages is desirable.
Desired skills in addition to the competencies covered in the Competencies section	Strong understanding and demonstrated work experience in handling finance and administration processes is required.  Experience of working with national/state governments is desirable. Experience in financial and/or administrative processes of UNDP and/or international agencies will be an added advantage Documentation, communication, and interpersonal skills/experience
Required Language(s)	Fluency in English and local language (Hindi/Odiya) is required.
Professional Certificates	N.A