Terms of Reference

I. Position Information


Post Title:  Administrative & Finance Assistant

Organization: United Nations Office on Drugs and Crime

Duty Station: New Delhi, India

Duration: One Year initially

Type of Contract: Service Contract

Band: SB-2

No. of Vacancies: 1

Remuneration package is Rs. 42342/- per month (taxable). UNDP also offers additional benefits which include medical insurance coverage and limited pension reimbursement for contract holder and encourages work life balance.


UNDP strives to have a workforce which reflects diversity and gender balance, and applies an equal opportunities approach. UNDP does not solicit or screen for information in respect of HIV or AIDS status. All selection is on merit.


II. Project Background

Brief Project Description:

The United Nations Office on Drugs and Crime, Regional Office for South Asia (ROSA) is supporting various projects in the areas of drug control and crime prevention.  The Office is working towards expanding its programmes relating to crime prevention (especially transnational organized crime) and anti-corruption.  For the purpose, the Office seeks to hire the services of an Administrative and Finance Assistant for the period of one year (extendable). The Assistant will provide support to the implementation of all anti-corruption activities of the Office and report to the Anti-Corruption Expert. The Administrative and Finance Assistant will be responsible for the following duties:



III. Duties and Responsibilities:



  • Monitors accounts and payment to vendors and individual contractors for services.
  • Organizes and coordinates administrative arrangements for workshops, trainings and conferences.
  • Prepares, processes and follows-up on administrative arrangements and forms related to  travel of staff, workshop attendants and  participants
  • Maintains project records, documents, correspondence, background information in both hard copy and electronic format.
  • Maintains the relevant project inventories; identifies office technology needs and maintenance of equipment, software and systems.
  • Regularly maintains and updates the institutional database for contract management.
  • Drafts routine correspondence and documents
  • Other duties as required


  • Processes payment requests, purchase orders to UNDP; records on a daily basis these requests in the financial data-base of the office and reconciles them against yearly project funding request for all activities under the project.
  • Prepares and reviews budget proposals for project documents/revisions, especially costed work-plans/budgets for completeness and compliance with relevant rules and procedures.
  • Monitors status of expenditures and allotments, records variations and updates budget tables.
  • Prepares status of relevant expenditures and compares with approved budget.
  • Prepares requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
  • Prepares statistical tables and standard financial reports


  • Professionalism: Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges. Remains calm in stressful situations.
  • Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match audience. Demonstrates openness in sharing information and keeping people informed.
  • Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position.  Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
  • Planning & Organizing: Develops clear goals that are consistent with agreed strategies.  Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning.  Monitors and adjusts plans and actions as necessary. Uses time efficiently.
  • Accountability: Takes ownership of responsibilities and honors commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards.  Operates in compliance with organizational regulations and rules. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
  • Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession. Actively seeks to develop oneself professionally and personally. Contributes to the learning of colleagues and subordinates. Shows willingness to learn from others.  Seeks feedback to learn and improve

Key Results expected

Accurately prepares reports and/or records in the areas of work programming, budget/financial management, and other administrative functions; administrative coordination of programme/project planning, preparation of activities and general office support services. Consistently applies policies, guidelines and procedures. Effectively and in a timely manner, liaises and interacts with colleagues and concerned parties internally and externally.


IV. Recruitment Qualifications


  • Graduate in commerce, accounting or related area



  • 5 years of experience in the area of finance and/administration.
  • Experience in the administration of technical assistance projects in government/international organization is desirable.
  • Work experience with UN is an asset.

Knowledge and Skills



  • Knowledge of financial packages.
  • Proficient in computer skills including word, excel and power point.
  • Ability to do internet search.

Language Requirements:

  • Excellent  command of English language (oral and written)

Click here to apply online