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Project Officer (Analyst) (Operations and Finance) (NPSA9)

Honiara

  • Organization: UNDP - United Nations Development Programme
  • Location: Honiara
  • Grade: Junior level - NPSA-9, National Personnel Services Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Banking and Finance
    • Project and Programme Management
  • Closing Date: 2022-12-15
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.

The UNDP “Strengthening the Electoral Cycle in the Solomon Islands Project” (SECSIP) provides electoral assistance to the Solomon Islands Electoral Commission (SIEC) and other national institutions throughout the electoral cycle (pre-election; elections/polling and post-election) for the conduct of inclusive and credible electoral processes. Since 2013 SECSIP has provided technical assistance for the planning and implementation of two national general elections (2014, 2019) and for parliamentary and provincial by-elections. SECSIP phase I and SECSIP phase II were supported by the EEU, Government of Australia and UNDP.

SECSIP III continues to sustainably strengthen the capacities of key electoral institutions to deliver credible elections. This includes the provision of project support to the SIEC (Solomon Islands Electoral Commission) and its Electoral Office (the administrative body responsible for managing electoral activities) to deliver the next electoral cycle events (including provision of assistance to a new voter registration campaign and the preparation of national and subnational elections).

The project continues building synergies and strategic partnerships with a range of national stakeholders from government and civil society to ensure that an enabling environment for credible and inclusive elections is created. Accordingly, SECSIP III supports longer-term electoral law reforms through specific bodies such as the Task Force on Electoral Reform. In addition to core electoral support, SECSIP III contributes to the design and implementation of actions to enhance social inclusion with a particular focus on the promotion of women’s leadership and decision-making.

Within the scope of SECSIP III, UNDP is seeking to engage a senior level Project Officer (Analyst) (Operations and Finance) who under the guidance and supervision of SECSIP CTA/Project Manager and in liaison with SECSIP III team, the senior level Project Officer (Analyst) (Operations and Finance) will work in close collaboration with the UNDP operations, programme and project’s staff to ensure consistent service delivery. This is to ensure the project deliver high quality of work, accurate, timely and properly recorded/documented service delivery. The incumbent will promote a client-focused, quality and results-oriented approach in the project.

SECSIP III is currently being funded by the Government of Australia and UNDP

Duties and Responsibilities
 
Under the supervision of the UNDP Solomon Islands Strengthening the Electoral Cycle Solomon Islands Project (SECSIP III) Chief Technical Advisor/Project Manager, the senior level Project Officer (Analyst) will work with the SECSIP III Chief Technical Advisor/Project Manager and staff to ensure effective implementation of the SECSIP III financial and operations in line with the duties and responsibilities outlined below:

Project Management Support:

  • Prepare and submit draft annual budget and periodic financial reports for submission to the project chief technical advisor/Project Manager.
  • Monitor the project budget, continuous follow up and monitoring on cash availability. Ensure follow up of proper cost recovery mechanisms.
  • Create a shadow budget to maintain an internal expenditure control system monitoring each budget line of the Annual Working Plan (AWP);
  • Ensure that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas.
  • Take timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
  • Make budget checks for requisitions, purchase orders (POs) and vouchers, vendor’s approval in Atlas, preparation of non-PO vouchers.
  • Monitor advanced balances of resources disbursed, verify availability of funds for project activities and recommend changes in budget lines as needed
  • Prepare and manage the annual audit exercises, contributing to audit follow-up action plans, and ensuring of their timely implementation.
  • Contribute to the preparation of annual work plans, budgets and procurement plans and periodical reviews thereof.
  • Undertake administrative, travel, procurement, financial and asset management tasks in full compliance with UNDP rules, regulations and policies.
  • Liaison with SIEC staff and with UNDP relevant units for the timely and efficient support of the above referred services.

Manage project grants with SECSIP III Partners (Civil Society Organizations, NGOs, Faith based organizations):

  • Management of partnership grant’s implementation on a daily basis to achieve the performance indicators agreed with the donor in line with set timelines within the scope of approved Budgets and Work Plans.
  • Preparation and submission to SECSIP management, UNDP Finance of necessary changes and amendments, which appear during grants implementation in order to achieve grants results in accordance with the Project Documents and Annual Work Plans.
  • Financial and substantive monitoring and evaluation of the grants, identification of operational and financial problems, development of solutions.
  • Timely preparation and submission of progress reports and financial reports to the UNDP SECSIP management.
  • Liaise with partners on grants implementation, reporting, information sharing and further work planning.

Support Project Secretariat administration:

  • Management of partnership grant’s implementation on a daily basis to achieve the performance indicators agreed with the donor in line with set timelines within the scope of approved Budgets and Work Plans.
  • Preparation and submission to SECSIP management, UNDP Finance of necessary changes and amendments, which appear during grants implementation in order to achieve grants results in accordance with the Project Documents and Annual Work Plans.
  • Financial and substantive monitoring and evaluation of the grants, identification of operational and financial problems, development of solutions.
  • Timely preparation and submission of progress reports and financial reports to the UNDP SECSIP management.
  • Liaise with partners on grants implementation, reporting, information sharing and further work planning.

Project Operations:

  • Provide inputs and logistics support consistent with the planned project work plans, detailed field activity plans and procurement plans
  • Raise purchase and procurement needs of the project
  • Supervise the driver and logistics officer with all logistics and financial transactions
  • Coordinate meetings, trainings, workshops and travel arrangements as needed in project countries

Other:

  • Build and maintain positive relationships with all members of staff, and contacts within and outside the project.
  • Plan and complete work assignments with a high degree of initiative, good judgment, analytical skill, and integrity.
  • Perform other duties as assigned by the Project Manager.
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 Competencies:

Business Direction & Strategy:

  • Strategic Thinking: Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities, linking the vision to reality on the ground, and creating tangible solutions  
  • Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP

Business Development:

  • Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need

Business Management:

  • Monitoring: Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.
  • Evaluation: Ability to make an independent judgement based on set criteria and benchmarks; Ability to anticipate client's upcoming needs and concerns

Digital & Innovation:    

  • Data Collection: Being skilled in Data Sorting, Data Cleaning, Survey Administration, Presentation and Reporting including collection of Real-Time Data (e.g. mobile data, satellite data, sensor data).
  • Digital learning & development: Knowledge of digital learning methods and ability to design and develop digital learning programmes
Required Skills and Experience
 
Education:
  • Master’s degree in finance, business management, economics or related discipline OR a bachelor’s degree in the related fields with additional 2 years of relevant experience
Experience:
  • Master’s Degree in finance or related fields with 2 years relevant working experience in Finance or related field OR
  • Bachelor’s degree in related fields with 4 years of relevant work experience
  • Experience in the usage of computers and relevant office software packages
  • Willingness to travel as required
  • Experience in working in development sector is a strong asset.
  • Demonstrated experience with UN is an advantage.
  • Demonstrated work experiences in a project would be considered an asset.

Required Language:

  • Fluency in written and spoken English
  • Knowledge of Solomon Islands Pidgin would be beneficial, but it is not a requirement

Professional Certificates:

  • CPA or any accounting certification will be an added advantage.

Note: This position is open to Solomon Islands nationals only

Disclaimer
 
 
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 
 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
 
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Note: 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.
 
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