Finance and Administrative Officer [Open to Tier 1 & 2 Applicants Only]

Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

- Tier 0 : UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.

- Tier 1 : Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments

- Tier 2 : UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers

- Tier 3 or no tier indicated : All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

In order to address the challenges and adapt to the continually evolving scenario in the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM), continuing substantive support for governance, stabilization, resilience and normalization processes will be crucial to help address risks and vulnerabilities and protect and sustain the gains of the Bangsamoro peace process. The DFAT-Australia support through UNDP-implemented programs has significantly contributed to conflict-prevention and peacebuilding in the Bangsamoro. Phase 1 of PROSPER-Bangsamoro has sought to complement and strengthen the conflict-prevention and peacebuilding ecosystem in the BARMM through support across governance, stabilization and resilience, and normalization outcomes. Given the current fragile context emerging from evolving risks and challenges to the peace process, there is an imperative to further strengthen this conflict-prevention and peacebuilding ecosystem in the lead-up to the first Bangsamoro Parliamentary Elections in September 2026. The gains secured from DFAT-Australia support will need to be further consolidated and deepened amidst fractures in the peace process.

Phase 2 of PROSPER-Bangsamoro will thus seek to build on the gains and lessons learned from the implementation of the initial phase. It will continue to contribute to all three outcomes of Peacebuilding in Conflict-Affected Mindanao (PCAM) 2 – governance, stability and normalization by continuing good practices while enhancing implementation approaches based on challenges encountered in the initial phase. Moreover, Phase 2 of PROSPER Bangsamoro will continue to strengthen the capacities of BARMM and local government institutions for meaningful, inclusive and peace governance through responding to perceptions of exclusion and grievances among communities and groups in marginalized and vulnerable situations. It will continue to contribute to efforts on conflict prevention and transformation not only at the level of peace process mechanisms and government institutions, but also bridging and deepening social transformation to effectively address the needs, rights and aspirations of communities and sectoral groups who lie at the heart of the Bangsamoro peace process. As the transition to the regular Bangsamoro Government follows the September 2026 elections, Phase 2 will also assist partners in consolidating, transitioning and institutionalizing conflict-sensitive and peacebuilding policies, capacities and programs at the regional, LGU and national levels.

Phase 2-PROSPER-Bangsamoro aims to achieve the following outcomes:

- Outcome 1: Effective transition of conflict-sensitive and peace-responsive governance policy and programming facilitated at the regional and local government;

- Outcome 2: Empowerment and resilience of sectoral groups and their capacities for rights-claiming processes strengthened in the transition to the regular Bangsamoro Government; and,

- Outcome 3: Normalization processes supported through transitional justice and reconciliation programming, delivery of peace dividends and accompaniment support for GPH-MILF peace process mechanisms.

In implementing PROSPER-Bangsamoro Phase 2, the Project will partner with Bangsamoro regional and local government institutions as well as civil society organizations and local social formations representing groups in marginalized and vulnerable situations in the region, such as women, youth, Indigenous Peoples and former combatants. The Project will also actively coordinate with national government agencies and peace mechanisms in the design and implementation of some components of PROSPER-Bangsamoro Phase 2.

Building on the networks established and strengthened under the previous conflict-prevention and peacebuilding programmes supported by Australian Embassy and implemented by UNDP Philippines, Phase 2-PROSPER Bangsamoro will work with women peacebuilders and mediators, youth advocates, Indigenous Peoples representatives, and members of Moro liberation fronts.

To support the Peacebuilding Cluster under the Peace and Stabilization Team, and primarily to assist in the implementation of Phase 2-PROSPER-Bangsamoro, UNDP is seeking an Finance and Administrative Officer based in Cotabato City. This position will support the Project in the day-to-day financial management, monitoring, reporting and operational coordination of PROSPER-Bangsamoro, and may also provide finance and administrative support to other peacebuilding projects under the Cluster, as required.

The Finance and Administrative Officer is tasked to assist in the administration, review and monitoring of financial transactions of the Project, and thus ensuring high quality, accurate and consistent finance and administrative support for the Project. S/he is expected to report on a daily basis to the Project Manager. The position holder also demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds. Moreover, the Finance and Administrative Officer works in close collaboration with the UNDP Peace & Stabilization Programme Team, the Cotabato Field Office Team as well as with other UN Agencies, government officials, technical advisors and experts, multilateral and bi-lateral donors and civil society organizations to successfully implement Peacebuilding projects.

Duties and Responsibilities

Under the overall guidance of the Team Leader of the Peace and Stabilization Programme Team, and the Head of Cotabato Field Office and under the direct supervision of the Peacebuilding Project Manager, the Finance and Administrative Officer is responsible for providing effective financial and administrative support primarily to PROSPER-Bangsamoro and, as required, to other projects and initiatives under the Peacebuilding Cluster of the Peace and Stabilization Programme Team.

S/he analyzes, interprets and reports according to UNDP Financial Rules and Regulations, as guided by the UNDP Programme and Operations Policies and Procedures (POPP). The Finance and Administrative Officer helps to promote a collaborative, client-oriented approach consistent with UNDP rules and regulations.

The Finance and Administrative Officer will be directly responsible for successfully completing the below set of tasks within allotted, agreed-upon time frames:

Ensures the implementation of financial management strategies and adapts processes and procedures focusing on achievement of the following results:

- Full compliance with UNDP rules, regulations, policies and strategies, financial recording/ reporting system and implementation of effective internal controls, proper functioning of a customer-oriented financial resources management system;

- Continuously review the financial situation and support the project in the preparation of forecasts and periodic disbursement requests to be submitted to the donor;

- Supports the development of funding requests, negotiations and amendments to the contribution agreement;

- Review and approve the funding authorization and expenditure certificate (FACE) from partners as and when required;

- Facilitate annual audits; and

- Regularly monitor financial exception reports for unusual activities and transactions and review anomalies or unusual transactions and inform the supervisor of the results of the review and the corrective actions being proposed;

- Ensure that all financial transactions, reports, and supporting documentation are compliant with the requirements of the Contribution Agreement and UNDP’s Policies and Procedures;

- Conduct quality assurance checks prior to the submission of financial reports to the donor, ensuring accuracy, completeness, and adherence to the donor’s reporting formats and standards;

- Lead the preparation, formatting, and consolidation of donor financial reports, ensuring that all financial data is properly organized, verified, and supported with compliant documentation prior to submission;

- Prepare payment requests and ensure the timely processing of disbursements in line with UNDP’s POPP and donor requirements;

- Coordinate with relevant UNDP units, implementing partners, and project teams to gather financial data and inputs required for budget preparation, expenditure monitoring, and donor reporting;

- Work in close collaboration with the UNDP Country Office Finance Analyst, ensuring operational-level financial implementation aligns with the Country Office’s strategic financial oversight and quality assurance functions;

- Finalization of the financial sections of the update of the progress report and the disbursement request and preparation of quarterly and biannual forecasts of cash flows and annual cash flows;

- Timely review and finalization of the improved financial report and other ad hoc financial reports as required by the project;

- Timely preparation of program budget reviews and provision of justifications for budget reallocation / reprogramming requests;

- Preparation and monitoring of budgets; regular analysis and reporting on budget approvals and delivery status;

- Monitor and ensure that donor contributions are properly transferred to UNDP in a timely manner;

- Ensure that advance payments and direct payments are properly reviewed and made in a timely manner, and ensure that payment information is correctly recorded in the Quantum system in a timely manner;

- Ensures proper management of cash receipts and petty cash; and

- Maintenance of the proper filing system for finance records and documents.

Ensures implementation of project operations focusing on achievement of the following results:

- Provide effective financial support to the implementation of Peacebuilding projects;

- Ensure timely and quality financial support to project activities;

- Facilitate the conduct of personnel performance appraisal; monitor personnel leave credits and absences;

- Undertake any additional tasks as assigned by the Project Manager.

Ensures proper project cash management functioning focusing on achievement of the following results:

- Timely review of resource balance to ensure availability of sufficient funds for implementation and appropriate disbursements;

- Timely identification and registration of receipts for the income request;

- Timely preparation of monthly cash flow forecasts for use by supervisor.

Provides technical advice and support for effective and efficient financial control in the project, focusing on achievement of the following results:

- Analyze and interpret the financial rules and regulations of UNDP, and assist in providing solutions to issues related to finance, logistics and day-to-day office administrative activities, while, promoting a collaborative, client-focused, quality and results-oriented service;

- Provision support for planning of financial resources of the Peacebuilding Cluster projects, such as preparation of reports containing analysis of the financial situation; preparation, planning, monitoring and revisions of budgets; regular analysis and reporting on the budget approvals and the delivery situation;

- Maintenance of the internal expenditures control system, including budget checks and timely corrective actions on unposted vouchers, the vouchers with budget check errors, match exceptions, and unapproved vouchers;

- Process documents for cash advance, liquidation, reimbursements in a timely manner, for submission to and approval of the Project Manager, Head of Cotabato Field Office and UNDP Peace and Stabilization Team Leader;

- Preparation of non-PO vouchers for the project and payrolls for salaries and other benefits due to project staff;

- Certify expenditures for approval of payments and monitor/control budget expenditures and approved allotments; and,

- Coordinate and act as focal point for issues relating to finance.

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

- Organization/conduct of training for the projects staff on financial management;

- Synthesis of lessons learnt and best practices in finance and administration;

- Capacity building of implementing partners on overall financial management;

- Sound contributions to knowledge networks and communities of practice; and,

- Provide accurate, prompt and appropriate information and reports to the Project Manager on financial matters of the project.

Ensures quality assurance of overall office management and financial arrangements:

- Perform office management as well as management of procurement systems, policies and procedures in accordance with UNDP guidelines;

- Oversight and quality assurance of administrative, logistics, procurement, and asset management functions undertaken by the Administrative and Logistics Assistant;

- Contribute to the timely and accurate liquidations of cash advances and review of related documents;

- Support ensuring that requests for travels are in accordance with UNDP guidelines;

- Quality assurance and oversight of monthly payment orders (MPOs), claims for reimbursement of travel expenses and other entitlements, and receipt of goods and services and provisioning are properly carried out in accordance with IPSAS and UNDP policies and procedures;

- Timely corrective actions on unrecorded vouchers, including vouchers with budget verification errors, match exceptions, unapproved vouchers;

- Timely response to requests from headquarters to resolve financial data issues.

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

Competencies

Core Competencies:

- 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:

Administration & Operations

- Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

- Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Business Management

- Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.

Business Direction and Strategy

- Systems Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

Finance

- Audit (General):

Understands how regulations and professional standards in internal and external audit underpin audit work in the public services.

- Understands the key stages of audit work, including planning, documentation, testing and reporting.

- Ability to examine and verify accounts and records.

- Understands wider mechanisms for assurance and scrutiny.

- Understands the law and best practice relating to anti-bribery and corruption controls and the fraud risks faced by public bodies.

- Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

- Audit risk management: Ability to address audit issues raised in the course of an audit and propose solutions in order to ensure a true and fair audit opinion is achieved.

Required Skills and Experience

Education:

- A professional accounting qualification from an internationally accredited institute of accountancy, and/or Advanced (Master’s) University Degree in Finance and/or Accounting is required.

- A first-level university degree (bachelor’s degree) in the above fields in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

- Candidates with professional accounting qualifications from an internationally accredited institute of accountancy will have a distinct advantage.

- Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete the Finance Training and Certification Programme (FTCP), if recruited.

- Candidates satisfying the two above criteria are exempted from undertaking the UNDP Advanced Accountancy and Finance Test (AAFT).

- Candidates with MBA or master's in finance with no accountancy qualification but with relevant experience must successfully undertake the UNDP Advanced Accountancy and Finance Test (AAFT) to be eligible for shortlisting.

Experience:

- Applicants with master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience.

- Applicants with a bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant professional experience at the national or international level in providing financial management services, and/or managing staff and operational systems.

Desired Additional Skills and Competencies:

- Demonstrated professional experience in finance and administration, including financial planning and monitoring, budget management and reporting, office administration, operational support, and compliance with organizational policies, procedures, and internal controls is desirable;

- Demonstrated experience in the preparation and implementation of workplans and financial plans, including budget administration, financial forecasting, resource planning, risk management, and compliance with donor agreements, funding requirements, and organizational policies and procedures is desirable;

- Demonstrated experience in financial analysis and reporting, including the preparation of financial and donor reports, monitoring expenditures against approved budgets, donor agreements, and funding conditions, and coordinating with Country Office Finance on donor reporting, compliance monitoring, financial oversight, and management decision-making is desirable;

- Certified Public Accountant (CPA) certification or an equivalent professional accounting qualification from a nationally or internationally recognized accountancy body is an advantage;

- Experience working on donor-funded projects, including donor compliance, reporting requirements, compliance reviews and project audits, is desirable;

- Experience supporting procurement and contract management processes in accordance with organizational policies and procedures is desirable;

- Experience working with government institutions, international organizations, development partners, implementing partners, or civil society organizations is desirable;

- Experience working in BARMM or similar peacebuilding, post-conflict, or fragile contexts is an advantage;

- Experience engaging and coordinating with stakeholders involved in peacebuilding, governance, or development programmes is an advantage;

- Proficiency in the use of Microsoft Office applications, particularly Excel, Word, PowerPoint, and Outlook;

- Experience in the use of spreadsheet and database applications, enterprise resource planning (ERP) systems, and web-based management platforms.

Required Language(s):

- Fluency in English and Filipino is required.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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