Project Administrative and Finance Associate - Coral Reef Project

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 project “Investing in Coral Reef and Blue Economy” is funded by the Global Fund for Coral Reefs
(GFCR) and the Joint SDG Fund. The fund is administered by UNDP. This project will run for 4 years
which commenced operation in January 2022 and will end in December 2025.
The project will establish a Blue Economy Enterprise Incubation Facility (BE-EIF) to accelerate sustainable
livelihood opportunities linked to the marine environment in Kimbe Bay in West New Britain and Louisiade
Archipelago in Milne Bay Provinces. This Joint Programme (JP) will support the development of a National
Blue Investment Strategy before establishing the BE-EIF with focus on incubating marine focused womenled
businesses. Simultaneously, multiple – use Marine Protected Areas (MPAs) will be established at site
with globally important coral reef systems. The BE- EIF will demonstrate proof of concept for new blue
business models and catalyze a new blue economy in PNG, which will also crowd – in domestic financial
institutions to provide blue-focused financial products, expanding the market for micro-finance for women
and youth in the country.
Types of activities supported by the project are:
• Blue Economy Credit lines with domestic financial institutions developed with special focus on women
• Deployment of risk guarantees to incentivize domestic financial market
• Financial support to blue economy enterprises with high development impact and conservation potential
• New finance lines secured and crowded – in from domestic financial sector partners
• Capacity building and awareness of domestic financial institutions of blue economy investment
opportunities
• Corporate 5 – year gender – sensitive business plan developed for the BE-EIF to provide overall strategic
direction
• Strategic plan for supporting women in blue enterprise developed
• Establishment of Marine Protected Areas

Undertaking these activities will lead to the achievement of the following key results:
• 23,286 hectares of coral reef under protection
• More than 1.33M hectares of marine space under protection
• More than 250 local sustainable ocean-based jobs created
• At least 5 new women – led blue economy initiatives demonstrating proof of concept
• At least $180,000 yearly in private revenue generation for management operations of the two MPAs
The focus of the BE-EIF will be to support businesses that actively contribute to the protection, restoration,
and resilience of Papua New Guinea’s coral reefs. The critical importance of the reef systems at the first
two pilot sites (Kimbe Bay and Conflict Group) reflect this mission. The BE-EIF will be housed within the
new National Biodiversity and Climate Fund to become operational with an initial US$2.7 million in
resources. This structure and its affiliation with the National Biodiversity and Climate Fund will enable the
BE-EIF to be part of a much larger nation-wide conservation finance project (UNDP – GEF Sustainable
Financing of PNG’s Protected Area Network project), which enjoys high – level political and donor support.
The JP contains similar stakeholders to the UNDP-GEF project as its co-finances $4.2m of actions under
the JP (such as the establishment of the Kimbe Bay MPA and managing the Fund). Costs, technical
expertise and social and environmental standards and frameworks will also be shared, hence maximizing
efficiencies.
The implementation of the project will involve a multitude of tasks/activities ranging from project
management, financing, and administration to the implementation of day-to-day activities or tasks, which
would be carried out, by numerous individuals and organizations. In the light of implementation, a Project
Administration and Finance Associate (PAFA) will be required to work closely with the Project Manager
in managing and supporting the implementation of the activities/tasks. The PAFA will be part of a Project
Management Unit (PMU), based in UNDP Country Office and will be led by the Project Manager with
overall guidance from the Technical Adviser.

The Project Admin and Finance Associate (PAFA) will be responsible for the following key functions.
Key Functions:
The Project Admin & Finance Associate under the guidance and direct supervision of the Project Manager
will provide leadership in implementation of administrative and procurement services in the project
ensuring their effectiveness, transparency, and integrity. The Project Associate promotes a client-focused,
quality and results-orients approach in the Project Management Unit.
The PAFA works closely with the project teams as well as with CO and regional office for resolving
complex procurement-related issues and implementation delivery.
a) Administration and implementation of operational strategies focusing on achievement of the
following results:
• Support full compliance of procurement activities with UNDP rules, regulations, policies, and strategies
in the implementation of Investing in Coral Reef & Blue Economy: BE-EIF project;
• Implement and guidance on contract management within the project, constantly guided by legal
framework of the organization and assessing/minimizing all forms of risks in procurement;
• Prepare of procurement plans for the project and regularly monitor their implementation;
• Support in preparing procurement documents such as of RFQs, ITBs or RFPs, receipt of quotations, bids, or proposals; their evaluation and support the negotiation of certain conditions of contracts as may be required; • Manage reporting requirements to Project Management on delivery of procurement services and goods; • With a Buyers profile in Atlas, prepare Purchase Orders and contracts; • Evaluate offers and make recommendations for the finalization of purchases and the award of contracts; analyse and evaluate commodity tender results; • With support from the CO Procurement Team, prepare the submission and response to the Contract, Asset and Procurement (CAP) or Advisory Committee on Procurement (ACP) committee for project-related procurement.
b) Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:
• Assist the Project Manager in day-to-day management and oversight of project activities;
• Assists in the preparation of documents for use in the formulation of the work plans, progress reports, and periodic reviews with government counterparts and project partners;
• Update work plans and budgets in the UNDP Corporate Quantum system;
• Ensure timely preparation and submission of payment requests from project partners and consultants to Finance;
• Assist with monitoring of project budget implementation/expenditures;
• Assists in the development of contacts with national and provincial government institutions and authorities, NGOs, civil society organizations, and resource persons on project matters;
• Provide necessary support to the Project Manager and project staff with complete administrative services;
• Ensure all project related documentation are properly maintained in hard and electronic copies to include project document, correspondence, reports, and other materials ensuring safekeeping of confidential materials by following the established filing and archiving standards and procedures for the office
• Ensure proper assets management, monitoring, recording and disposal;
• Responsible for administrative and logistical support to organization of events, workshops, and missions;
• Assist in the preparation of agendas, prepare minutes, and circulate to stakeholders to include arrangements for different project related meetings;
• Prepare reports, memos, letters, presentation, and other documents, using word processing, spreadsheet, MS project, MS power point, database, among others.
c) Contributes to knowledge building and sharing, focusing on the achievement of the following results:
• Disseminate project reports and respond to queries from concerned stakeholders;
• Assist in carrying regular announced and unannounced spot checks to project partners
• Ensure partners’ requests for information and materials are provided in a timely manner;
• Assist with the establishment and strengthen of knowledge networks and organize knowledge sharing sessions;
• Compile success stories in particular from that have addressed key development challenges on conservation and protected area in the country;
• Contribute to knowledge networks and communities of practice.