Project Administrative and Finance Associate - Highlands Joint Programme

Port Moresby

Organization: UNDP - United Nations Development Programme
Location: Port Moresby
Grade: Level not specified - Level not specified
Occupational Groups:
- Operations and Administrations
- Administrative support
- Banking and Finance
- External Relations, Partnerships and Resource mobilization
- Project and Programme Management
- Natural Resource Management
Closing Date: 2023-05-29

Background

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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 313 deaths, 100,000 displaced persons, 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, hyper-polarization of the political environment, harmed legitimacy and confidence in public institutions, reinforced a culture of violence, disrupted social norms and social orders, threatened livelihoods and the displaced entire communities. Exacerbated by poor governance, these highly fragile conditions pose a multi-dimensional challenge to economic and human development, which are some of the lowest in a country that has saliently low levels overall.

The United Nations in PNG has designed a three-year programme – the Highlands Joint Programme for Peace and Development (HJP) with three objectives:

Support the creation of peaceful and enabling conditions for achieving the Sustainable Development Goals in the Highlands.
Catalyse greater investments in equitable human development activities both by the PNG government, development partners and the private sector.
Support local aspirations for inclusive peace and development.

Within the framework of HJP, UNDP will implement a 36-month project- Addressing conflictand fragility in Hela and Southern Highlands provinces to enable long-term sustainable development (ACFiH project). The project will be implemented followingthe Direct Implementation Modality (DIM) and financially supportedby the Korea International Cooperation Agency (KOICA).

Under the ACFiH project, UNDP’sresponsibilities include the timely implementation of the projectactivities, delivery of intended results and close monitoring and evaluation of the project. The expected outcomes and outputs are as follows:

Outcome:
- Communities affected by conflict in the Highland shave increased capacity to promote and demand for peace and social cohesion
- Duty bearers in the Highlands adopt inclusive, people-centred, and conflict-sensitive approaches to peacebuilding and conflict that promotes peace and security.
- Peacebuilding and development interventions in Hela and Southern Highlands are responsive to conflict prevention and mitigation.
Output:

Peacebuilding skills and tools are entrenched in communities and faith-based organizations.
Inclusive and conflict-sensitive accountability mechanisms are established and strengthened to ensure responsiveness to communities and local civil society in local decision-making.
Strong evidence base on conflict context in Hela and Southern Highland Provinces is established to inform local peacebuilding and development interventions.

The project will initially targetlocations in Hela and SouthernHighlands provinces. Activities will be implemented in Enga subsequent to available resources. In Hela, communities in five prioritylocal-level governments (LLGs) identified in the Road Map are targeted:

Komo Rural LLG (Komo-Magarima District)
Hulia RuralLLG (Komo-Magarima District)
Tagali Rural LLG (Tari-Pori District)
Hayapuga RuralLLG (Tari-Pori District)
South KorobaRural LLG (Koroba-Kopiago District)

In Southern Highlandsprovince, Kagua-Erave, Nipa-Kutubu, and Mendi-Munihu districts have been prioritized.

In this context, UNDP is seeking a National Project Admin and Finance Associate to support the implementation of the Project for Addressing Conflict & Fragility in the Highlands in Papua New Guinea.

The National Project Admin and Finance Associate will collaborate closely with the project staff and CO operations units to ensure smooth and timely management of inputs and with other Project Administrators to coordinate activities and seek synergies. S/he will provide necessary operational, financial, administrative, and programmatic support.

S/he will be based at the UNDP Country Office (CO) in Port Moresby in Papua New Guinea.

Duties and Responsibilities

Project planning and AWP formulation

Prepare inputs for 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, periodicrevisions of procurement/HR plans ensuring that plans are updated in a timelymanner and in closecoordination with UNDP CO (Programme, HR and Procurement Teams)

Assist in arranging logistics, preparing agenda and coordinating with related stakeholders for organizing workshopsas 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 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 formatand according to CO SOPs
Compile supporting documents for procurement and recruitments processesand ensure that supporting documents are complete and inline with the SOPs
Create e-requisitions in ATLAS to initiate procurement processes, ensure the accuracy of the COA of the e- requisitions, and 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 traveland prepare TAs, submit and follow up with UNDP CO Travel Unit in accordance with theSOPs
Prepare paymentrequests and submit them to CO. Ensureaccuracy of COA of all paymentrequests
Prepare receiptsin ATLAS
ATLAS profile:General User

Project administered timelyand efficiently according to UNDP procedures
- Arrange work plan of drivers and supervise implementation. Ensure that vehiclelogs are properlymaintained
- 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 updatedand correct records and onlinesystems
- Notify CO HR promptlyon separation of project staff
- Monthly update of current assets sheet. Implement transferof assets in close coordination with the CO Administrative ServicesUnit
- Implement security arrangements in the project premises under the supervision of the UNDP CO SecurityTeam
- Maintain projectsupplies and initiateprocurement of suppliesas necessary
- Facilitate the periodic asset,inventory and suppliesphysical count by the CountingTeams
- Coordinate ICT support to project with the UNDP CO. Coordinate support with ICT helpdesk
- Perform other duties as and when required

Competencies

Core
Achieve Results:	LEVEL 2: Scale-up solutions and simplifies processes, balance speed and accuracy in doing work
Think Innovatively:	LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously:	LEVEL 2: Go outside comfort zone, learnfrom others and support their learning
Adapt withAgility:	LEVEL 2: Adaptprocesses/approaches to new situations, involve others in the change process
Act with Determination:	LEVEL 2: Ableto persevere and deal with multiple sources of pressure simultaneously
Engage and Partner:	LEVEL 2: Is facilitator/integrator, bringspeople together, builds/maintainscoalitions/partnerships
Enable Diversity and Inclusion:	LEVEL 2: Facilitate conversations to bridgedifferences, considers in decision making

Cross-Functional& Technical competencies
Thematic Area	Name	Definition
Administration & Operations	Assets management	Knowledge of policy &procedures on PP&E; ability to prepare financial statements on PP&E; maintain 16UNDP \| People for 2030 –Competency Framework –Technical Competencies Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP- AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information
Administration & Operations	Travel policy and procedures	Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative 17UNDP \| People for 2030 –Competency Framework –Technical Competencies circulars and financial regulations and rules on travel- related matters
Administration & Operations	Events management (including retreats, training and meetings)	Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, cash disbursements, etc.
Finance	Accounting (General)	Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and the ability to apply this to strategic and practical situations
Finance	Financial reporting and analysis	Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the publicsector. Ability to extract, and 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
Finance	Financial planning and budgeting	Ability to create and manage processes to achieve UNDP's long andshort-term financial goals,including through planning, budgeting, forecasting, analysing andreporting

Required Skills and Experience

Min. Education requirements	Completion of secondary education required. University degree or equivalent in Business or Public Administration is an asset.
Min. years of relevant work experience	Minimum of five (5) years of relevant professional experience (or a minimum of two (2) years for a Bachelor’s degree) in administrative, programme and project management support at the national or international level; Experience in complex and insecure settings, peacebuilding, coordination of humanitarian affairs, crisis management, operational planning and coordination or related field; and Experience within the UN system is highly desirable.
Required skills	Innovation: Ability to make new and useful ideas work Leadership: Ability to persuade others to follow People Management: Ability to improve performance and satisfaction Communication: Ability to listen, adapt, persuade and transform Delivery: Ability to get things done while exercising good judgement
Desired skills in addition to the competencies covered in the Competencies section	Knowledge of UN and/or UNDP policies and regulations on programme and project management is an asset; and Knowledge of the Atlas system is an asset.
Required Language(s)	Excellent speaking in English and Tok Pisin and writing skills in English are necessary
Professional Certificates	N/A

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