United Nations Development Programme (UNDP)

Project Associate (Finance and Administration)

United Nations Development Programme (UNDP)

Job Description

  Papua New Guinea – home to 50% of the population of the Pacific region – faces a variety of challenges with humanitarian consequences as a result of regular natural disasters (earthquakes, volcanoes, landslides, frost, drought, tsunamis), conflicts, civil strife and governance issues. The hazard profile of Papua New Guinea comprises frequent localized disasters affecting specific communities and regions although there have also been less frequent large-scale disasters such as the 2015/16 El Niño-induced drought and frost and the 2018 Highlands Earthquake. National and sub- national capacities for and investment in disaster risk management remain weak. There is broad variation in national, provincial and local capacities to plan for and effectively respond to humanitarian emergencies. The need to strengthen co-ordination and communication between national and provincial institutions responsible for humanitarian planning, preparedness, response and recovery, remains a priority.

Following the departure of UN OCHA from Papua New Guinea in June 2015, UNDP assumed the role of humanitarian response Coordination in addition to its overall responsibility to conduct operational activities for disaster mitigation, prevention and preparedness. This humanitarian response coordination role includes contingency planning, managing information sharing and coordination of international humanitarian partners’ interventions. It is the focal point for emergencies within the UN System and provides secretariat support to the UN Resident Coordinator, UN Country Team, Disaster Management Team, Inter-Cluster Coordination Group and, as appropriate, the National Disaster Centre.

In this context, UNDP is recruiting a Project Associate to work under the supervision of the Humanitarian Coordination Specialist to support these activities. The position will support the project team with strategic programme coordination and broader harmonization with other UNDP, United Nations and development partner activities that support disaster preparedness and response in Papua New Guinea. The project associate is responsible for overseeing all project administrative and financial matters including implementation of project activities.

Duties and Responsibilities

The Project Financial and Administrative Associate will work directly under the supervision and guidance of the Humanitarian Coordination Specialist and with Programme, Operations, Communications in the Country Office for effective achievement of results and contribute to resolving programme/projectrelated and information delivery. The incumbent is expected to exercise full compliance with UNDP programming, financial, procurement and administrative guidelines, as well as implementation of the effective internal control systems. Specific responsibilities include: a) Support for Planning Process through the following tasks and duties:
  • Assist Humanitarian Coordination Specialist in collecting, analyzing, and presenting information for joint planning meeting, quarterly work plans, and budget work plans to support project implementation.
  • Prepare information for Humanitarian Coordination Specialist for his advice to donor, implementing partners and UNDP.
  • Create project in Atlas, prepare budget revisions, revision of project status, determination of unutilized funds.
  • Prepare and regularly update the Annual Workplan and the project budget.
b) Support to Implementing and Managing Projects through the following tasks and duties:
  • Provide administrative, operational and logistical supports for the achievement of the outcomes of both projects assigned to him/her in a timely manner.
  • Assist Humanitarian Coordination Specialist in supporting national project implementation activities according to UNDP workflows (including IC process, organization of forums, workshops, travel, etc.)
  • Take all necessary steps for the contractual procedures for the procurement of the goods and services as well as Individual Contracts are taken place in line with UNDP’s rules and regulations.
  • Assist to control the expenditures of the projects and ensure adequate management of the financial resources provided.
  • Create requisitions in ATLAS for development projects, register of goods receipts in ATLAS.
  • Assist to ensure the project-related payments and ensure that all payments are proceeded in a timely manner in line with the UNDP’s financial rules and regulations.
  • Make logistical arrangements for the missions of the project team, consultants and any other relevant actors to the projects’ field.
c) Support to Monitoring and Evaluation of the projects through the following tasks and duties:
  • Prepare information for Humanitarian Coordination Specilaist in finalizing project progress reports (bi-annual/financial and substantive) and final project reports.
  • Assist Humanitarian Coordination Specialist in organizing final evaluation meetings.
d) Reporting and Audit:
  • Establish and maintain a systematic filing system of key documents (in hard copy and soft copy) in line with audit requirements.
  • Assist Humanitarian Coordination Specialist in closing projects operationally and financially in accordance of rules and regulations of UNDP and in close coordination with Implementing agencies and ,
  • Liaise with UNDP on the conduct of project audit and ensure access by auditors to project documentation, personnel and institutions involved in the project and presentation of information for project audit.
Competencies

Core Competencies:
  • Demonstrates integrity by modeling the UN’s values and ethical standards.
  • Promotes the vision, mission, and strategic goals of UNDP.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
  • Treats all people fairly without favoritism.
  • As strong understanding of political sensitivities and ability to work positively with all partners in a politically dynamic environment
Functional Competencies: Knowledge Management and Learning

  • Demonstrated capacity in knowledge sharing and knowledge management and ability to promote a learning environment in the office through leadership and personal example.
  • Ability to advocate for Climate Change adaptation issues.
  • Ability to comprehend in-depth practical knowledge of interdisciplinary development issues.
  • Ability to conduct research and Analysis and strong synthesis skills.
Development and Operational Effectiveness

  • Ability to assist lead strategic planning, Results-based Management and reporting.
  • Ability to support development of innovative approaches to Program Design, implementation, monitoring evaluation of development programmes and projects.
  • Ability to use resources in a cost-effective manner.
  • Ability to work with minimal supervision.
Management and Leadership

  • Ability to build strong relationships with clients, focuses on impact and result for the client and responds positively to critical feedback; consensus-oriented.
  • Encourages risk-taking in the pursuit of creativity and innovation.
  • Assist lead teams effectively and shows Conflict Resolution skills.
  • Consistently approaches work with energy and a positive, constructive attitude.
  • Demonstrates good oral and written communication skills.
  • Demonstrates openness to change and ability to manage complexities.
  • Proactive and have the ability to discuss openly with all senior and technical government staff.
  • Demonstrates results-orientation and efficiency in a multi-tasking environment.
  • Demonstrates capacity to perform effectively under pressure and hardship conditions.
  • Highly develop inter-personal, negotiation and teamwork skills, networking aptitude, ability to work in multi-cultural environment.
  • Highly developed inter-cultural communication and skills;

Required Skills and Experience

Minimum Academic Education 

  • Bachelor’s degree in business Administration, public administration, Science or environmental science with two years experience.
Minimum years of relevant Work experience

  • At least 2 years work experience of progressively responsible experience in administrative, financial, or Programme Support functions in an organization.
Required skills and competencies

  • Experience in programme, project management and/or government institutions would be an advantage.
  • Experience in Disaster Risk Management, Humanitarian Response and Climate Change related projects would be an advantage.
  • Experience in organizing events involving international participants (i.e. workshops, meetings, etc.) would be an advantage.
  • Proficiency in MS Word, Excel, PowerPoint, database packages and web browsers. Knowledge of UNDP ATLAS financial system would be an advantage.
  • Familiarity of UNDP system, rules and procedures is an advantage
Required Language(s) (at working level)

  • Fluency in spoken English. Demonstrated advanced writing and editing skills in English.

Disclaimer

Important applicant information All posts in the SC categories are subject to local recruitment.

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