Project Administration and Finance Associate [Open to all applicants] at UNDP

Mount Hagen, Western Highlands, Papua New Guinea -

Full Time

Start Date

Immediate

Expiry Date

11 Aug, 26

Salary

0.0

Posted On

13 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Financial Management, Budget Formulation, Procurement Management, Administrative Support, Logistics Coordination, Risk Management, Asset Management, Financial Reporting, Project Management, Monitoring and Evaluation, Data Analysis, Client Management, Communication, MS Excel, Oracle Quantum, English Fluency

Industry

International Affairs

Description

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 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. Violent conflict has been ever-present in the Highlands region of Papua New Guinea (PNG) and has been on an increasing trajectory over the last 30 years with over 300 deaths, 100,000 displaced persons, and 77 schools, and 35 health facilities either closed or affected. This is placing substantial pressure on the realization of human rights, social and structural stability and human development. These protracted conflicts have resulted in weakened social systems, reduced service delivery, eroded social structures and civic trust. They have polarized the political environment, harmed legitimacy and confidence in public institutions, reinforced a culture of violence, and disrupted social norms and social orders. Ultimately, this has threatened livelihoods and displaced entire communities. Exacerbated by poor governance,these highly fragile conditions pose a multi-dimensional challenge to economic and human development, which is amongst of the lowest in a country that ranks the lowest of all Pacific Island Countries on the Human Development Index. In addition, climate variability acts as a threat multiplier in the region, contributing to food, health, and economic insecurity. Environmental hazards and climate fluctuations strain limited community and state resources, making vulnerable communities more susceptible to violence. Increasing frequency and intensity of climate-induced disasters, such as El Niño events, challenge traditional risk reduction knowledge, damage infrastructure, and hinder sustainable development. The intersection of conflict and climatic hazards disproportionately affects women, children, and vulnerable groups. They face increased risks of violence, displacement, and secondary gendered risks like domestic violence, sexual violence, forced marriage, and accusations of sorcery. With the expected increase in climate variability, more people, especially women, in the Highlands are at risk of displacement due to resource conflicts. In this context, the first phase of the United Nations (UN) Highlands Joint Programme (HJP) in Papua New Guinea was developed and implemented by six Participating UN Organizations (PUNOs) to sustain peace and development gains from the UN’s post-earthquake humanitarian and recovery efforts in the Highlands. From 2020-2023, activities under the HJP mobilised USD 15 million towards increased capacities for peacebuilding and social cohesion among conflict-affected communities, improved resilience of communities and households to manage risks and mitigate shocks from conflict and man-made and natural disasters, enhanced know-how among traditional leaders and local service providers to ensure conflict-sensitive service delivery and enhanced inclusion and responsiveness of public institutions to promote peace and security in the Highlands. To further build on the positive results of the first phase, the new phase of the programme emphasises the importance of an inclusive, area-based, humanitarian-development-peace nexus platform approach anchored in community resilience. In particular, through the climate-gender-conflict nexus, UNDP plans to strengthen its ongoing gender transformative interventions aimed at empowering women's leadership in strengthening the Women, Peace and Security agenda and leading climate-induced conflict prevention efforts to reduce the risk exposure of vulnerable local communities. The programme focuses on empowering women leaders as conflict-sensitive community resilience activists through training and sharing best practices, while strengthening inclusive peacebuilder networks to promote gender equality. Duties and Responsibilities The Project Admin and Finance Associate under the direct supervision of the Programme Specialist, will provide administrative, logistics, and financial support to the project to ensure effective and timely implementation of planned project activities. Scope of Work 1. Ensure project financial support focusing on achievement of the following results with the project team: • Manage all financial transactions, in line with UNDP rules and regulations • Prepare inputs to formulation of Annual Work Plan (AWPs) • Provide inputs to detailed implementation plans • Assist in formulation and revision of budgets • Assist in formulation of procurement and Human Resource (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 2. Ensure Project administration timely and efficiently in accordance to UNDP procedures focusing on achievement of the following results with the project team • Assist all necessary financial disbursement and procurement of goods and services in a timely manner • Arrange for official travel logistics of team members as and when required. • Prepare and regularly update the payments trackers and follow up on the outstanding payments • Assist with risk management in Quantum • Monthly update of current assets sheet. Implement transfer of assets in close coordination with the CO Administrative Services Unit • Maintain project supplies and initiate procurement of supplies as necessary • Facilitate the periodic asset, inventory and supplies physical count by the Counting Teams • Maintain filing system for the project 3. Support knowledge building, knowledge sharing and capacity building relevant to the assigned project. • Participate in training and organize briefings on internal procedures for the project staff. Provide support to other capacity building activities, including to the design and delivery of tools, materials for workshops, or platforms that tap into the collective intelligence of communities and mobilize action. • Provide support in the dissemination and sharing of relevant data and lessons learned within the CO and regionally. Keep pulse on emerging best practices nationally, regionally, and internationally that relate to the work of the assigned project. • Make sound contributions to knowledge networks and communities of practice. Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners. 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 Thematic Area Name Definition Business Management Working with Evidence and Data * Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions, and supporting decision-making Business Management Digital Awareness and Literacy * Ability to monitor new and emerging technologies, as well as understand their usage, potential, limitations, impact, and added value. Ability to rapidly and readily adopt and use new technologies in professional activities, and to empower others to use them as needed. Knowledge of the usage of digital technologies and emerging trends. Business Management Customer Satisfaction/Client Management * Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns. Business Management Communication * Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media, and other appropriate channels. Business Management Monitoring and evaluation * Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively; Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management and results. * Ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming. * Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools. Ability to make an independent judgement based on set criteria and benchmarks. Ability to anticipate client's upcoming needs and concerns. Technical - Finance Budget management * Ability to support budgetary aspects of work planning process, drawing and management of team budgets Technical – _Procurement Procurement management * The ability to acquire goods, services or works from an outside external source Required Skills and Experience Education: • Secondary education is required. • University Degree (bachelor´s degree) in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement. Minimum years of relevant work experience A minimum of 6 years (with secondary education) or 3 years (with bachelor’s degree) of progressively responsible administrative or project experience is required. Required skills Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages. Desired skills in addition to the competencies covered in the Competencies section • Experience in preparation of financial reports and overviews • Experience in complex and insecure settings, event coordination, bookkeeping, administration and operational planning or related disciplines. • Experience with project management processes. • Experience with procurement procedures of national / international organizations. • Experience with UN and/or UNDP policies and regulations on programme and project management. • Experience using Oracle operating systems such as quantum Required Language(s) • Fluency in English and Tok Pisin 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. Use of AI by candidates Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection [https://www.undp.org/careers/using-ai-responsibly-undp-recruitment-and-selection] Scam alert UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

Responsibilities

Provide comprehensive administrative, logistics, and financial support to ensure the effective implementation of project activities. This includes managing financial transactions, preparing budgets, handling procurement, and maintaining project assets and filing systems.