Project Admin and Finance Associate Papua New Guinea

Website United Nations Development Programme

Job Description

JOB DESCRIPTION

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

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The trajectory of violent conflict in Papua New Guinea’s Southern Highlands and Hela provinces over the last 30 years is concerning. As of end 2017, there were anecdotally 40 separate ongoing internecine conflicts across Hela Province which had led to more than 300 deaths and an estimated 100,000 people displaced without accounting for the extent of human rights abuses including gender-based violence and sorcery accusation-related violence and the entrenched marginalization of women and youth. Exacerbated by weak local governance, these conditions pose a multi-dimensional challenge to economic and human development in both provinces. This highly fragile situation, compounded by the presence of a large and highly lucrative extractive project and the proliferation of firearms, places incredible pressure on the realization of human rights, social and structural stability, and human development.

Having identified the unique drivers of conflict in Hela and Southern Highlands provinces, UNDP (as lead agency), together with IOM, UNFPA and UN Women, will jointly implement a 30-month PBF-funded project (“PBF Highlands project”) within the framework of the UN’s Highlands Joint Programme (HJP). As a key pillar of the HJP, the PBF Highlands project will focus on implementing critical peacebuilding interventions that include:

Strengthening the infrastructure for peace through establishing networks of community mobilisers with a focus on young women;

Establishing peace centers as neutral spaces for interaction and mediation;

Youth hubs for empowering youth complemented by capacitating youth leaders in peacebuilding;

Enhancing the capacity of traditional/local leadership in conflict management; and

Enhancing intra/intergroup dialogue and mediation through directly supporting community-level conflict mediation, supporting the role of women mediators, and facilitating local peace conferences.

Under the PBF Highlands project, UNDP’s responsibility includes but is not limited to the implementation of the following project outputs under the Creating Conditions for Peace (CCfP) component.

Peacebuilding skills and tools are entrenched in communities and churches/faith-based organizations.

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Traditional/non-traditional leaders and service providers (provincial and district authorities and ward councilors) are capacitated with gender-responsive and youth sensitive leadership/conflict management skills to address different dimensions of risk and improve service delivery.

Physical and non-physical institutional arrangements for supporting local peace and development efforts established including post-conflict needs assessments.

Information systems established to generate evidence and transfer knowledge on peacebuilding and conflict, and to support early warning and early action.

Inclusive and conflict-sensitive accountability arrangements are articulated to ensure involvement of communities and local civil society in decision-making particularly through provincial, district and LLG-levels conflict-sensitive development planning.

Sustainable development and livelihood opportunities available to communities are increased

The CCfP project will target priority locations in Hela and Southern Highlands provinces as identified by the Highlands Joint Programme, with community-level activities in Hela focused on five priority LLGs of Komo Rural LLG, Hulia Rural LLG, Tagali Rural LLG, Hayapuga Rural LLG, South Koroba Rural LLG. In Southern Highlands, Kagua-Erave, Nipa-Kutubu, and Mendi-Munihu districts have been prioritized with target LLGs to be determined in consultations with provincial authorities and development partners.

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Under the supervision of the Project Responsible and a close collaboration with the project focal points in CO Operations Units, Security Unit and the Office of Financial Management and Oversight, the Project Admin and Finance Associate carries out a range of tasks related to project planning and implementation. The Project Admin and Finance Associate supports the Highlands Project team in project implementation processes (such as procurement, recruitment, travel and payments), initiates implementation of actions and follows up on implementation with the UNDP PNG CO. In close coordination with the CO Operations Units, the Project Admin and Finance Associate is responsible for providing administrative support such as management of vehicles, premises and project assets and supplies and implementing UNDPs MORSS in project premises.

The Project Admin and Finance Associate works in close collaboration with the project staff and CO operations units to ensure smooth and timely management of inputs as well as other Project Administrators to coordinate activities and seek synergies.

The position will be based in the UN’s Highlands Joint Coordination Office in Mendi (Southern Highlands) with significant time spent in Hela Province (including at the UN’s Highlands Joint Coordination Sub-Office in Tari).

Duties and Responsibilities

  • Under the overall guidance and supervision of the Project Responsive, the Project Admin and Finance Associate provides ongoing project and administrative assistance and support to the Creating Conditions for Peace (CCfP) project, performing a variety of standard administrative processes ensuring high quality and accuracy of work.
  • The duty station for the Project Admin and Finance Associate will be Mendi, Papua New Guinea following working hours and weekends. Movements for meetings, consultations and field missions will be coordinated by the CCfP Project, UNDP. The Project Admin and Finance Associate will at all times observe the UN Security rules and regulations and advisories in Mendi.
  • The Project Admin and Finance Associate will be responsible for the following key functions.

Key Functions:

  • Project planning, management support, and AWP formulation.
  • Project implementation in a timely and effective manner according to plans and inconsistency with SOPs:
  • Project administration according to the SOPs

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Project planning and AWP formulation:

  • Prepare inputs to the formulation of AWPs.
  • Provide inputs to detailed implementation plans. Assist in the formulation of budgets.
  • Assist in the formulation of procurement and HR plans.
  • Assist in revision of AWPs, periodic revisions of procurement/HR plans ensuring that plans are updated in a timely manner and in close coordination of UNDP Country Office (Programme, HR and Procurement Teams).
  • Assist in arranging logistics, preparing agenda and coordinating with related stakeholders for organizing workshops as and when required.
  • Assist in minutes taking for program/project meetings and in drafting research reports as required

Project implemented timely and effectively according to plans and inconsistency with CO SOP:

  • Initiate procurement actions for ICs, goods, works and services and recruitment of positions according to HR and procurement plans. Prepare requests for recruitment and contracting in UNDP format and according to CO SOPs.
  • Compile supporting documents for procurement and recruitments processes and ensure that supporting documents are complete and in line with the SOPs.
  • Create e-requisitions in ATLAS to initiate procurement processes, ensure the accuracy of the COA of the e-requisitions, follow up with senior management for approval. Revise e-requisitions as necessary.
  • Promptly follow up with CO units on pending actions (procurement, recruitment, travel, transportation etc.)
  • Create e-requisitions for travel and prepare TAs, submit and follow up with UNDP CO Travel Unit in accordance with the SOPs.
  • Prepare payment requests and submit to CO. Ensure accuracy of COA of all payment requests.
  • Prepare receipts in ATLAS.

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Project administered timely and efficiently according to UNDP procedures:

  • Arrange work plan of drivers and supervise implementation. Ensure that vehicle logs are properly maintained.
  • Oversee the orderly maintenance of project premises including furniture, space and equipment. Ensure that UNDP assets are properly marked.
  • Monitor leave of local and international project personnel, maintain updated and correct records and online systems.
  • Notify CO HR promptly on separation of project staff.
  • Monthly update of current assets sheet. Implement transfer of assets in close coordination with the CO Administrative Services Unit.
  • Implement security arrangements in the project premises under the supervision of UNDP CO Security Team.
  • Maintain project supplies and initiate procurement of supplies as necessary.
  • Facilitate the periodic asset, inventory and supplies physical count by the Counting Teams.
  • Coordinate ICT support to project with the UNDP CO. Coordinate support with ICT helpdesk.
  • Maintain filing system for the project.

Functional Competencies:

Build Strategic Partnerships

  • Analyze general information and selects materials in support of partnership-building initiatives.
  • Promote Organizational Learning and Knowledge Sharing.
  • Research best practices and pose new, more effective ways of doing things.

Job Knowledge/Technical Expertise

  • Understand the main processes and methods of work regarding to the position.
  • Possess basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks.
  • Demonstrate good knowledge of information technology and applies it in work assignments.

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Promote Organizational Change and Development.

  • Demonstrate ability to identify problems and propose solutions.
  • Design and Implementation of Management Systems
  • Use information/databases/other management systems.
  • Client Orientation o Report to internal and external clients in a timely and appropriate fashion
  • Organize and prioritize work schedules to meet client needs and deadlines.
  • Respond to client needs promptly.
  • Promote Accountability and Results-Based Management
  • Gather and disseminate information on best practices in accountability and results-based management systems.

Client Orientation:

  • Reports to internal and external clients in a timely and appropriate fashion.
  • Organizes and prioritizes work schedule to meet client needs and deadlines.
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients.
  • Responds to client needs promptly.

Education:

  • Bachelor’s degree or equivalent in Business Administration, Public Administration, Human Resources, Finance, or related field. Specialized certificate in admin/finance is an advantage.

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Experience:

  • 3 years of relevant working experience in programme development, project management, Administration and Finance in national or international organizations.
  • Experience in project cycle management in the public or private sector or international organizations.
  • Microsoft Office, Windows-based applications, integrated web-based management systems, spreadsheets and databases.
  • Experience in UN organization is an asset.
  • Understands the main processes and methods of work regarding to the position.
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks.
  • Identifies new and better approaches to work processes and incorporates same in own work.
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning.
  • Demonstrates good knowledge of information technology and applies it in work assignments.

Language requirement:

  • Good written and spoken English.

Source:https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/1665