Administrative and Finance Assistant

Working under the supervision of the Grant Manager, the Administrative and Finance Assistant will be responsible for performing of the administrative support functions, which may include clerical work such as personnel, finance, filing/ registry, and logistics.

Summary of key functions:

* Provide effective financial services and assist in project budget management;
* Provide logistical services;
* Provide administrative services;
Specific Responsibilities

1. Ensure provision of effective financial services and assistance in project budget management, focusing on achievement of the following results:

* Create non-PO vouchers; check that vouchers processed, matched and completed, transactions are correctly recorded and posted in Atlas;
* Ensure timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
* Prepare requests for direct payments, ensuring provision of required supporting documentation, provide timely feedback and follow up on the status of submitted payments;
* Ensure timely submission of correctly completed travel claims;
* Undertake cost estimates for different activities according to the needs of projects;
* Assist in developing detailed project budgets for all activities and outputs;
* Monitor project budget in terms of expenditures according to the work plan;
* Assist in preparing quarterly expenditure reports;
* Provide detailed information on finance issues during project audit exercise;
2. Provide effective logistical services to project, focusing on achievement of the following results:

* Assist project personnel and national/ international consultants to arrange travel within and outside Turkmenistan; more specifically support in development of itinerary, ticket booking/purchasing, arrangement of hotel reservation/apartment, transportation, translation/interpretation services;
* In coordination with Grant Manager and UNDP office arrange preparation of visas for and timely registration of coming visitors making sure that visitors are aware of visas and registration procedures;
* Arrange foreign visas for project personnel for travels outside Turkmenistan as per approved AWPs;
* Prepare Travel Authorizations with proper supporting documents;
* When necessary raise travel related e-requisitions making sure correct use of chart of accounts;
* In coordination with Grant Manager draft and compile necessary documentation such as agenda, compilation of list of participants for seminars, workshops, trainings, and other project related events;
* Make logistical arrangements for seminars, workshops, trainings and other project related events, including venue reservation, arrangements of meals, translation/interpretation services, and required equipment, office supplies, arrangement of printing handout materials;
* Arrange translation of documents when required;
* Travel to training sites in the administrative centers of velayats of Turkmenistan for organization of the activity and making payments to the trainees, if required.
* After each training, enter the trainees’ details into the training database kept by the GIU;
* Receive advances and ensure timely recovery of advances;
* Provide support in the organization of monitoring visits by the GIU, Center for TB Treatment and Prophylaxis, velayat TB hospitals, and Medical Department of the Ministry of Internal Affairs.
3. Ensure provision of administrative services, focusing on achievement of the following results:

* Serve as a custodian for stationary supplies, distribution stationary and keeping a log of distribution;
* Provide support to quarterly inventory exercise; create matrix for project inventories, such as publication materials, visibility items and monitor in/out flow;
* Provide support to asset exercise;
* Maintenance of documents filling system;
* Prepare minutes of the meetings and translate various documents;
* Perform other related duties as necessary.

Competencies

* Effective listening, verbal and writing communication skills;
* Ability to work in and with diverse team;
* Attention to detail and high level of accuracy;
* Ability to work under time constraints;
* Time management skills.

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