Project Admin and Finance Associate

Job Posting Organization:
The United Nations Development Programme (UNDP) is a global organization that aims to eradicate poverty and reduce inequalities through sustainable development. Established in 1965, UNDP operates in approximately 170 countries and territories, working with governments and communities to address the challenges of development. The organization focuses on various areas, including democratic governance, peacebuilding, climate change, and sustainable development. UNDP is committed to promoting human rights and gender equality, ensuring that all individuals have the opportunity to participate in and benefit from development efforts. With a workforce of over 17,000 employees, UNDP is dedicated to fostering partnerships and collaboration to achieve the Sustainable Development Goals (SDGs).

Job Overview:
The Project Admin and Finance Associate plays a crucial role in supporting the implementation of peacebuilding and conflict prevention initiatives in the Highlands of Papua New Guinea. This position involves working closely with the Peacebuilding and Conflict Prevention Specialist and the Highlands Joint Programme coordination-team" style="border-bottom: 1px dotted #007bff !important;">Coordination Team to ensure that project activities are planned, executed, and monitored effectively. The associate will be responsible for preparing annual work plans (AWPs), formulating budgets, and coordinating procurement and human resources plans. Additionally, the associate will assist in organizing workshops, taking minutes during meetings, and drafting research reports as needed. The role requires a proactive approach to project management, ensuring that all activities align with UNDP's standard operating procedures (SOPs) and are completed in a timely manner. The associate will also oversee the administration of project resources, including managing logistics, maintaining project premises, and ensuring compliance with UNDP policies and procedures.

Duties and Responsibilities:
The Project Admin and Finance Associate will undertake a variety of responsibilities, including: A. Project Planning and AWP Formulation: - Prepare inputs for the formulation of annual work plans (AWPs) and detailed implementation plans. - Assist in the formulation of project budgets and procurement and HR plans. - Revise AWPs and procurement/HR plans as necessary, ensuring timely updates in coordination with UNDP Country Office. - Organize logistics for workshops and meetings, including preparing agendas and coordinating with stakeholders. - Take minutes during program/project meetings and draft research reports as required. B. Project Implementation: - Initiate procurement actions for individual contractors, goods, works, and services according to HR and procurement plans. - Prepare recruitment and contracting requests in UNDP format and ensure compliance with CO SOPs. - Compile supporting documents for procurement and recruitment processes, ensuring completeness and accuracy. - Create e-requisitions in QUANTUM and follow up with senior management for approvals. - Manage travel arrangements and prepare payment requests, ensuring accuracy of financial documentation. C. Project Administration: - Supervise drivers and manage work plans, ensuring proper maintenance of vehicle logs. - Oversee the maintenance of project premises and ensure proper asset management. - Monitor leave records of project personnel and notify HR of any separations. - Implement security" style="border-bottom: 1px dotted #007bff !important;">security arrangements for project premises and coordinate ICT support with the UNDP CO. - Facilitate periodic asset and inventory counts and maintain updated records of project supplies.

Required Qualifications:
The ideal candidate for the Project Admin and Finance Associate position should possess the following qualifications: - Secondary education is required; a university degree (Bachelor's degree) in Business or Public Administration is preferred but not mandatory. - A minimum of six (6) years of experience in administrative, program, and project management support at the national or international level is required for candidates with secondary education. For those with a bachelor's degree, a minimum of three (3) years of relevant experience is required. - Experience in complex and insecure settings, peacebuilding, coordination of humanitarian affairs, crisis management, operational planning, and coordination is essential. - Familiarity with UN and/or UNDP policies and regulations on program and project management is an asset. - Knowledge of the QUANTUM system is also advantageous.

Educational Background:
Candidates applying for the Project Admin and Finance Associate position should have a secondary education as a minimum requirement. While a university degree (Bachelor's degree) in Business or Public Administration is preferred, it is not mandatory. The educational background should demonstrate a solid understanding of administrative and financial principles, as well as project management practices.

Experience:
The position requires a significant level of experience, with a minimum of six (6) years of relevant work experience for candidates with secondary education. For those with a bachelor's degree, a minimum of three (3) years of experience is required. Candidates should have experience in administrative, program, and project management support, particularly in complex and insecure settings. Experience in peacebuilding, coordination of humanitarian affairs, crisis management, and operational planning is essential. Familiarity with UNDP policies and regulations is highly desirable, as is experience working in international organizations.

Languages:
Fluency in English and Tok Pisin is required for this position. Proficiency in these languages is essential for effective communication and collaboration with project stakeholders and beneficiaries. Additional language skills may be considered an asset, particularly if they enhance the ability to engage with diverse communities in the Highlands of Papua New Guinea.

Additional Notes:
This position is based in Mount Hagen, Papua New Guinea, and is classified as a full-time role. The Project Admin and Finance Associate will be expected to work closely with various teams within UNDP and may be required to travel within the region as part of their duties. The organization values diversity and encourages qualified applicants from all backgrounds to apply. UNDP is committed to creating an inclusive workplace and does not tolerate harassment or discrimination in any form. The organization reserves the right to select multiple candidates from this vacancy announcement and may retain applications for similar positions at the same grade level.