Finance and Administrative Coordinator

The Finance and Administrative Coordinator will provide dedicated support to the Project Management Unit and the UNDP Project Team to ensure effective financial management, administrative coordination, and reporting of all project activities in line with UNDP rules and procedures. The role supports operational, administrative, and financial commitments under the project, facilitates coordination with partners, monitors expenditures, and supports reporting to ensure timely and compliant implementation.

Responsibilities

• Support the Project Manager and PMU in the implementation of project activities, including use of UNDP ERP systems for budget inputs, expenditure tracking, and timely processing of payments.
• Assist in monitoring project expenditures and ensure alignment with approved Annual Work Plans and budgets.
• Maintain financial records and support preparation of financial reports.
• Identify operational and financial challenges and flag to the Project Manager.
• Support the implementation of the project’s procurement plan in line with Annual Work Plans.
• Facilitate procurement processes, including preparation and advertisement of RFPs/RFQs, and support evaluation, contracting, and vendor onboarding in accordance with UNDP corporate procedures (PoPP).
• Ensure appropriate use of different contractual modalities and contract management.
• Track deliverables and payment milestones for vendors and consultants to ensure timely disbursement.
• Coordinate with UNDP operations units (Finance, Procurement, HR, Administration, and Security) to ensure smooth implementation & oversight of project activities and compliance with UNDP policies and procedures (POPP).
• Provide logistical and administrative support for organizing workshops, meetings, consultations, and training programmes.
• Facilitate travel arrangements and related administrative processes for PMU and project staff.
• Support tracking of project progress, including financial reporting and deliverables.
• Assist in monitoring project implementation against results framework indicators.
• Support project audits, reviews, and quality assurance processes as per UNDP and donor requirements, including quality assurance assessment during project implementation.
• Support knowledge building, knowledge sharing and capacity building relevant to the project.
• Participate in training and organize briefings on internal procedures for the project personnel.
• 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 project.
• Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners.
• Perform other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Requirements

• Secondary education is required.
• A university degree in Finance, Accounting, Business Administration, Economics or equivalent field will be given due consideration, but it is not a requirement.
• Minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of relevant experience in finance, administration, procurement, and operations management related to programme support and implementation.
• Experience in finance, administration, accounting, or operational support, including application of financial rules, regulations, accounting procedures, and audit requirements.
• Experience providing logistical, administrative, and travel management support for project or programme implementation.
• Demonstrated experience in financial planning, budget monitoring, expenditure tracking, and ensuring compliance with Annual Work Plans (AWPs) project budgets and financial procedures.
• Demonstrated experience in financial and administrative management, including contract administration, financial record management, vendor management, invoice processing, and preparation of financial statements, budget reports and supporting documentation.
• Demonstrated experience supporting procurement and contract management processes, including preparation and administration of Requests for Proposals (RFPs), Requests for Quotations (RFQs), purchase orders, and other procurement modalities.
• Demonstrated experience in providing financial and administrative support to multiple concurrent projects, while effectively coordinating with project stakeholders.
• Experience working in financial and/or administrative processes of Central and/or State Government departments, UN agencies, international organizations, or similar institutions.
• Fluency in English and Hindi is required.

Skills

• Financial Planning
• Budget Monitoring
• Expenditure Tracking
• Financial Compliance
• Financial Reporting
• Accounting Procedures
• Audit Requirements
• Contract Administration
• Vendor Management
• Invoice Processing
• Financial Record Keeping
• Procurement Management
• Contract Management
• Request for Proposals Preparation
• Request for Quotations Preparation
• Purchase Order Administration
• Logistical Support
• Administrative Coordination
• Travel Management
• Programme Support
• Operations Management

Languages

English, Hindi