Project Administrative and Finance Associate - Anti Corruption

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
- Criminology, Extremism, Police Affairs and Anti-Corruption
- Project and Programme Management
Closing Date: 2023-05-30

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

Corruption is a global phenomenon that negatively impacts development; PNG is no exception to this. Corruption has stunted economic growth in PNG. Levels of malfeasance are stubbornly high and the loss of public monies has limited the Government’s ability to deliver essential services broadly and with quality in a uniform manner. This has resulted in inter-generational declines in key development indicators, among them, literacy, maternal and new-born health and life expectancy. While even in normal situations, corruption poses a major impediment to human, economic and security development, this effect is exacerbated due to the COVID-19 pandemic.

The lack of sufficient accountability and oversight mechanisms in crisis response and recovery mean that the risks of corruption significantly increase, and these have critical socio-economic implications. PNG’s natural resource wealth and its geo-strategic position have also made it particularly susceptible to external influences that have incentivized corruption and more broadly poor governance. This is acute in the extractives, forestry and fisheries sectors. It has also raised challenges in other key economic sectors, among them commercialized agriculture and infrastructure development.

The PNG Government has attempted to address corruption over the last three decades, but its efforts have met with varying degrees of success. PNG was the Pacific region’s first country to ratify the United Nations Convention against Corruption (UNCAC), signing it in 2004, and ratifying it in 2007. This has been followed by a number of key developments, among them:

i. Development of the National Anti-Corruption Strategy (2010-2030) and its associated rolling Plans of Action.

ii. Active participation in the mechanism for the review of implementation of UNCAC (UNCAC Implementation Review Mechanism), as a State under review and a reviewing State.

iii. Joining the Extractive Industries Transparency Initiative (EITI) in 2014.

iv. Commitments by the Marape-Stevens Government to pass legislation to establish an Independent Commission Against Corruption (ICAC), implement freedom of information (FOI) and protect whistle-blowers, the ast of which saw legislation enacted in February 2020.

As part of its efforts to relaunch a national anti-corruption drive, in 2020, the Government has been working on a new National Anti-Corruption Plan of Action (NACPA) to implement the existing NACS framework. The NACPA identifies fifteen Programs of Work (POWs) that divide up PNG’s core anti-corruption priorities, identify key activities and allocate responsibilities to stakeholders. Development of the NACPA has drawn together various agencies of Government, civil society, the private sector and other non-State actors.

The United Nations has played an important role in supporting, facilitating and advising on various aspects of this effort. In 2020, UNDP and UNODC with support from the European Union, designed a project to support the PNG Government and key stakeholders to progress their national anti-corruption priorities.

The overall goal of the “Project on Preventing and Countering Corruption in Papua New Guinea (PNG)” (the ‘PNG Anti-Corruption Project’) is to support the PNG Government, key national institutions, civil society and communities to strengthen their commitment and capacities to address corruption in line with the United Nations Convention against Corruption (UNCAC), in order to more effectively progress the achievement of the Sustainable Development Goals, for the benefit of all Papua New Guineans.

Duties and Responsibilities

The Project Admin and Finance Associate will be responsible for the following key fundtions.

Key Functions:

Project planning, management support, and AWP formulation
Project implementation in a timely and effective manner according to plans and in consistency with SOPs:
Project administration according to the SOPs:

Project planning and AWP formulation:

Prepare inputs to formulation of AWPs
Provide inputs to detailed implementation plans
Assist in formulation of budgets
Assist in formulation of procurement and 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

Project implemented timely and effectively according to plans and in consistency with 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 format and according to CO 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, recruitment, travel, transportation etc.)
Create e-requisitions for travel and prepare 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 COA of all payment requests
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 us 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
Quantum profile: General User

Project administered timely and efficiently in accordance to UNDP procedures:

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
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

Competencies

Core

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 (insert up to 7 competencies)

Thematic Area	Name	Definition
Business Development	Knowledge Generation	Ability to research and turn information into useful knowledge, relevant for content, or responsive to a stated need
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
Finance	Budget Management	Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Finance	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.
Finance	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

Min. Education requirements	Secondary Education with specialized certificate in admin/finance. Bachelor’s degree or equivalent in Business Administration, Public Administration, Human Resources, Finance, or related field is desirable.
Min. years of relevant work experience	Minimum of 6 years with Secondary Education OR 3 years with Bachelors Degree of relevant working experience in programme development, project management, Administration and Finance in national or international organizations Experience in project cycle management in the public or private sector or international organizations Microsoft Office, Windows-based applications, integrated web-based management systems, spreadsheets and databases Experience in UN organization is an asset
Required skills	Ability to make new and useful ideas of work Ability to persuade others to follow Ability to improve performance and satisfaction Ability to listen, adapt, persuade, and transform Ability to get things done while exercising good judgement
Desired skills in addition to the competencies covered in the Competencies section	Understands the main processes and methods of work regarding to the position Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks Identifies new and better approaches to work processes and incorporates same in own work Strives to keep job knowledge up-to-date through self-directed study and other means of learning Demonstrates good knowledge of information technology and applies it in work assignments
Required Language(s)	Good written and spoken English Fluency in Tok Pisin .

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

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.

Applicant information about UNDP rosters

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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