Project Administrative and Finance Associate (Open to all Applicants) at UNDP

Port Moresby, National Capital District, Papua New Guinea -

Full Time

Start Date

Immediate

Expiry Date

12 May, 26

Salary

0.0

Posted On

11 Feb, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Project Planning, Project Implementation, Procurement, Recruitment, Travel Coordination, Payment Processing, Administrative Support, Financial Transactions Management, Budget Formulation, HR Plan Assistance, Logistics Arrangement, Asset Management, Reporting, Risk Management, Knowledge Sharing, Quantum System Use

Industry

International Affairs

Description

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. UNDP is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP. The Strengthening Papua New Guinea Civil Society Organizations (PNG CSOs Project) is part of the projects in the Country Office’s Governance, Peace and Gender Portfolio. The project aims to support strengthening the capacities of the PNG CSOs to serve credible governance actors and deepen their engagement in domestic public policy cycle, in line with the 2030 Agenda for Sustainable Development. Specifically, the project will build the capacities of CSOs to operate as agents for inclusive sustainable development in PNG focusing on their internal control systems, operational and technical skills, enhancing their skills to access grants for sustainable development initiatives, strengthen their role in relation to advocacy, public sector reforms and public accountability, and improve networking and coordination to expand the space for national and grassroots CSOs to play a more influential, meaningful and active role in articulating with a collective voice citizens’ concerns in the public area including engaging in initiatives to further participatory democracy. The Project is relevant for the 2030 Agenda for Sustainable Development and the Sustainable Development Goals (SDGs) – in particular SDG 16 (Promote just, peaceful and inclusive societies) and SDG 17 (Partnership for the Goals) but also promotes progress towards Goals 5, 6, 10 and 13. The Project is aligned with PNG’s development agenda, as described by the Medium-Term Development Plan IV. (2023 – 2027), the PNG UN Sustainable Development Cooperation Framework 2024 – 2028), and the European Union Multi-Annual Indicative Programme (MIP) for Papua New Guinea (PNG) 2021 2027, particularly its 3 priority areas Transparent and Accountable Governance, Forestry, Climate Change and Biodiversity, and Water, Sanitation and Hygiene (WASH). The Project Admin and Finance Associate, under the overall supervision of the Chief Technical Adviser (Anti-Corruption), in a close collaboration with the project focal points in CO Operations Units, will support a range of tasks related to project planning and implementation. The Project Admin and Finance Associate support the PNG CSOs Project team in project implementation processes (such as procurement, recruitment, travel, payments, reporting and administrative tasks), 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 work 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. Duties and Responsibilities The Project Admin and Finance Associate under the direct supervision of the Chief Technical Adviser (Anti-Corruption), will provide administrative, logistics, and financial support to the project to ensure effective and timely implementation of planned project activities through: 1. 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 • Assist in minutes taking for program/project meetings and in drafting research reports as required. 2. Project implemented timely and effectively according to plans and in consistency with CO SOP focusing on achievement of the following results with the project team: • Initiate procurement actions for Individual Consultants (ICs) both national and international, 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 Standard Operation Procedure (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 Quantum 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, payments, recruitment, travel, transportation etc.) • Create e-requisitions for travel and prepare Travel Authorization (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 Charter of Account (COA) of all payment requests and ensure completion of the payments in a timely manner • Prepare receipts in Quantum • Provide administrative and logistics support to the Project activities, such as development and printing out of registration forms, printing out of the agendas and training material, assist with development and printing out the training certificates and other, as required • Provide administrative and logistics support during the Project activities such as signing of the registration forms, delivery and collection of pre and post test and evaluation forms and others • Liaise with service provides such as workshop venue, catering and event organizers on the selection and payment process and delivery of service or goods as required 3. Project administered 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 work plan of drivers and supervise implementation. Ensure that vehicle logs are properly maintained • Assist in preparation of project progress reports for donors and Country Office and in monitoring and analysing data • Prepare and regularly update the payments trackers and follow up on the outstanding payments • Assist with risk management in Quantum • 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 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 4. 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 competences Business Development Knowledge Generation: Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations 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 Administration and Operations Travel policy and procedures: Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel- related matters. Finance Accounting (General): Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets Financial Reporting and Analysis: Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance. Management and cost accounting: Ability to produce periodic qualitative and quantitative performance reports to facilitate effective decision making and performance monitoring. Ability to use a range of costing techniques and analyse cost related data to provide quantitative information to the users of reports. Required Skills and Experience Education: Secondary Education is required, OR University degree (bachelor’s degree) in Finance or Accounting desirable. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage. (The degree must state that the major is in accounting or finance. Degrees in Business Administration or Public Administration are not considered equivalent.) Specialized globally recognized certification in accounting and/or Finance is an asset. Experience: Minimum of 6 years (with Secondary Education) OR 3 years (with Bachelor´s Degree) of relevant working experience in programme development, project management, Administration and Finance in national or international organizations is required. Experience in project cycle financial management Microsoft Office, Windows-based applications, integrated web-based management systems, spreadsheets and databases Experience in UN organization is an asset Experience in preparation of financial reports and overviews is an asset Knowledge of project management processes is an asset Knowledge of procurement procedures of national / international organizations is an asset Understands the main processes and methods of work regarding to the position is an asset Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks is an asset Strives to keep job knowledge up-to-date through self-directed study and other means of learning is an asset Demonstrates good knowledge of information technology and applies it in work assignments is an asset 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. 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

The Associate provides administrative, logistics, and financial support to the project team, ensuring timely implementation of planned activities through managing financial transactions, assisting with planning documents, and initiating procurement and recruitment actions. They are also responsible for providing essential administrative support, including managing assets, premises, and coordinating logistics for project activities.