Join UNDP Papua New Guinea as a Project Administrative and Finance Associate.

Are you ready to make a difference? Join UNDP Papua New Guinea as a Project Administrative and Finance Associate! This is an exciting opportunity to contribute to meaningful projects and support our mission. Don’t miss your chance—submit your application by January 22, 2025!

Job Information for the UNDP Papua New Guinea Position

• Job ID: 20661
• Posting Date: You will see this position posted on January 7, 2025, at 8:55 AM. Furthermore, you must apply by January 22, 2025, at 6:59 AM.
• Work Schedule: This role requires full-time commitment. Additionally, you will be based in Port Moresby, Papua New Guinea.
• Agency: You will work with UNDP, an agency dedicated to sustainable development.
• Grade Level: This position is classified as NPSA-6. Moreover, you will enter under the National Personnel Service Agreement.
• Practice Area: You will engage in the Governance practice area, contributing to vital projects.
• Contract Length: You will have a contract duration of 1 year, providing stability and growth opportunities.

Education & Experience Requirements for the UNDP Papua New Guinea Position

• Education: You must hold a Bachelor’s Degree with 3 years of experience, or alternatively, a High School certificate with 6 years of experience.
• Language Proficiency: In addition, you must be fluent in English and Tok Pisin to communicate effectively.

Vacancy Timeline

• Application Period: You have 2 weeks to submit your application, so don’t miss this opportunity!

Job Description

Background

At UNDP, the organization emphasizes Diversity, Equity, and Inclusion as foundational principles. They celebrate diversity as a reflection of the many nations and cultures where they operate. In addition, UNDP actively promotes inclusion, empowering every team member to make meaningful contributions to their mission. Moreover, they commit to ensuring equity and fairness in all their actions.

To further their goals, UNDP embraces a ‘leave no one behind’ approach in their diversity initiatives. This approach focuses on increasing the representation of underserved populations. Therefore, they strongly encourage individuals from marginalized or excluded groups to apply. To discover more about working at UNDP, including their core values and inspiring stories, interested individuals can visit their website.

Zero Tolerance Policy

UNDP enforces a strict policy against sexual exploitation and abuse, any form of harassment, including sexual harassment, and discrimination. Therefore, all selected candidates will undergo rigorous reference and background checks to ensure a safe and respectful workplace.

Anti-Corruption Efforts in Papua New Guinea

Papua New Guinea proudly became the first Pacific country to sign and ratify the United Nations Convention Against Corruption (UNCAC) in 2004 and 2007, respectively. However, public trust in the state’s ability to combat corruption remains low at both national and sub-national levels. Additionally, civil society in Papua New Guinea is fragmented, and NGOs often struggle to unify their voices on important national issues.

National Anti-Corruption Plan of Action

In 2020, the national government endorsed the National Anti-Corruption Plan of Action 2020 – 2025 (NACPA) as part of its efforts to relaunch a national anti-corruption drive. This plan identifies fifteen Programmes of Work (POWs) to address core anti-corruption priorities. It outlines key activities and allocates responsibilities to various stakeholders. Notably, different entities from the government, civil society, the private sector, and development partners collaborated to develop the NACPA.

UNDP’s Role in Implementation

The United Nations Development Programme (UNDP) plays a vital role in supporting the implementation of the NACPA. In 2021, UNDP and UNODC, with assistance from the European Union, initiated programs to help the Government of Papua New Guinea and key stakeholders advance national anti-corruption priorities. Much of this work is delivered through the Project on Preventing and Countering Corruption in Papua New Guinea (the ‘Project’). Through this initiative, UNDP partners with national institutions, civil society, and communities to enhance their capacities to combat corruption effectively. Specifically, the project seeks to strengthen Papua New Guinea’s national integrity system by supporting core anti-corruption institutions and processes in close collaboration with key government and non-government bodies.

Expanding Support to Civil Society

Building on its anti-corruption efforts, UNDP is expanding its support to strengthen civil society’s capacity to engage more substantively and cohesively on issues related to good governance, transparency, and advocacy. The first phase of this emerging initiative, funded by the European Union, will be implemented under the newly commissioned Transparency and Accountability in Papua New Guinea Project, or ‘TAP in PNG Project.’ This project focuses on enhancing the capacities of civil society organizations, women’s organizations, journalists, youth, and active citizens to demand integrity, transparency, and accountability systems. It aligns with the United Nations Convention Against Corruption (UNCAC) and the National Anti-Corruption Plan of Action (2020 – 2025), specifically Power of Work 10: Engagement and Support to Non-State Actors. Importantly, the project will be implemented at the national level and piloted in Bougainville.

Role of the Project Admin and Finance Associate

Under the overall supervision of the Chief Technical Advisor (CTA) for Anti-Corruption, the Project Admin and Finance Associate collaborates closely with project focal points in CO Operations Units. They perform a variety of tasks related to project planning and implementation. The Associate supports the Anti-Corruption Project team across various implementation processes, including procurement, recruitment, travel, payments, reporting, and administrative tasks. They initiate actions and diligently follow up on implementation with the UNDP PNG CO.

In addition, the Project Admin and Finance Associate is responsible for providing administrative support in close coordination with the CO Operations Units. This includes managing vehicles, premises, project assets, and supplies while implementing UNDP’s Management of Risk and Safety Standards (MORSS) in project premises.

Furthermore, the Associate works collaboratively with project staff and CO operations units to ensure the smooth and timely management of inputs. They also coordinate activities with other Project Administrators to seek synergies and enhance overall project effectiveness.

Duties and Responsibilities

The Project Admin and Finance Associate will carry out the following key functions:

Key Functions

1. Project Financial Support

• Manage all financial transactions in accordance with UNDP rules and regulations.
• Prepare inputs for the formulation of Annual Work Plans (AWPs) and detailed implementation plans.
• Assist in budget formulation and revisions, as well as procurement and HR plans.
• Ensure timely updates of AWPs and procurement/HR plans in close coordination with the UNDP Country Office.
• Organize logistics for workshops, prepare agendas, and coordinate with stakeholders.
• Take minutes for meetings and draft research reports as needed.

1. Timely Project Implementation

• Initiate procurement actions and recruitment according to HR and procurement plans.
• Compile and ensure completeness of supporting documents for procurement and recruitment processes.
• Create e-requisitions in Quantum, ensuring accuracy and following up for approvals.
• Follow up promptly on pending actions related to procurement, payments, and travel.
• Prepare payment requests and ensure timely completion of payments.
• Provide administrative and logistics support during project activities, including managing registration and training materials.
• Liaise with service providers for venue selection, catering, and event organization.

1. Efficient Project Administration

• Assist with financial disbursement and procurement of goods and services promptly.
• Supervise driver work plans and maintain vehicle logs.
• Prepare project progress reports for donors and the Country Office, monitoring and analyzing data.
• Regularly update payment trackers and follow up on outstanding payments.
• Oversee maintenance of project premises and ensure proper marking of UNDP assets.
• Monitor leave records for project personnel and notify CO HR of separations.
• Update the current assets sheet monthly and coordinate asset transfers with the CO Administrative Services Unit.
• Implement security arrangements in collaboration with the UNDP CO Security Team.
• Coordinate ICT support with the UNDP CO and maintain the project filing system.

The candidate may also perform additional duties as needed to ensure the efficient functioning of the office and organization.

Institutional Arrangement

Under the overall guidance of the Chief Technical Advisor (Anti-Corruption), the Project Admin and Finance Associate delivers ongoing project and administrative support to the Anti-Corruption projects. They perform a variety of standard administrative processes, ensuring high quality and accuracy in their work.

Travel

Any travel related to the functions of the Project Admin and Finance Associate will be covered by the PNG Anti-Corruption Project or the TAP in PNG Project, UNDP, in accordance with the travel policy.

Competencies

Core Competencies

• Achieve Results (Level 1): Plans and monitors personal work, pays attention to detail, and delivers quality results by deadlines.
• Think Innovatively (Level 1): Embraces creative ideas, addresses known risks, and seeks pragmatic solutions for improvements.
• Learn Continuously (Level 1): Maintains an open mind, shares knowledge, learns from mistakes, and actively seeks feedback.
• Adapt with Agility (Level 2): Adjusts processes and approaches to new situations and engages others in the change process.
• Act with Determination (Level 1): Demonstrates drive and motivation, maintains composure in adversity, and shows confidence.
• Engage and Partner (Level 1): Exhibits compassion and understanding, forming positive relationships with others.
• Enable Diversity and Inclusion (Level 1): Respects differences, recognizes unconscious bias, and confronts discrimination.

Cross-Functional & Technical Competencies

• Business Development – Knowledge Generation: Researches and transforms information into useful knowledge relevant to the context or needs.
• Business Management – Working with Evidence and Data: Inspects, cleanses, and models data to discover useful information for decision-making.
• Administration and Operations – Travel Policy and Procedures: Understands and interprets travel policies, staff rules, and financial regulations.
• Finance – Accounting (General): Applies accounting principles and frameworks to strategic and practical situations.
• Finance – Budget Management: Supports budgetary aspects of work planning and manages team budgets effectively.
• Finance – Financial Reporting and Analysis: Evaluates financial data in compliance with regulatory frameworks, presenting findings clearly for decision-making.
• Finance – Management and Cost Accounting: Produces qualitative and quantitative performance reports, utilizing various costing techniques to inform users.

Required Skills and Experience

Minimum Education Requirements

• Secondary Education: Candidates must have specialized certification in accounting and/or finance.
• University Degree: A degree in Finance or Accounting is desirable. Note that degrees in Business Administration or Public Administration are not considered equivalent.
• Professional Qualifications:
• Fully Qualified Accountant from an internationally accredited institute, or
• Completion of the UNDP Finance Training and Certification Programme (FTCP) is required; no UNDP Accountancy and Finance Test (AFT) is necessary.
• Candidates lacking professional qualifications but holding degrees in accounting or finance must complete the FTCP if recruited. The AFT is not required in this case.
• Candidates without professional qualifications but with relevant experience must pass the AFT before shortlisting and complete the FTCP if recruited.

Minimum Years of Relevant Work Experience

• Experience:
• Candidates with Secondary Education must have at least 6 years of relevant work experience, or
• Those with a Bachelor’s Degree must have a minimum of 3 years in programme development, project management, administration, and finance within national or international organizations.
• Project Cycle Financial Management: Experience in this area, whether in the public or private sector or an international organization, is an asset.
• Technical Skills: Proficiency in Microsoft Office, Windows applications, integrated web-based management systems, spreadsheets, and databases is essential. Experience in UN organizations also adds value.

Required Skills

• Creativity: Candidates should generate new and useful ideas.
• Persuasion: The ability to convince others to follow is crucial.
• Performance Improvement: Candidates must enhance performance and satisfaction.
• Adaptability: They should listen, adapt, persuade, and transform effectively.
• Judgment: Exercising good judgment while getting things done is vital.

Desired Skills

• Process Understanding: Candidates must understand the main processes and methods relevant to the position.
• Policy Knowledge: A basic understanding of organizational policies related to the role is necessary, and candidates should apply these policies consistently.
• Innovation: They should identify and incorporate new approaches to work processes.
• Continuous Learning: A commitment to keeping job knowledge current through self-directed study and other learning methods is beneficial.
• Technology Proficiency: Strong knowledge of information technology and its application in work assignments is expected.

Required Language(s)

• Fluency: Proficiency in English and Tok Pisin is essential.

Disclaimer

Applicant Information about UNDP Rosters: UNDP reserves the right to select one or more candidates from this vacancy announcement. Additionally, we may retain applications for consideration for similar positions at the same grade level with comparable job descriptions and requirements.

Non-Discrimination

UNDP maintains a zero-tolerance policy against sexual exploitation, misconduct, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks, and they are expected to adhere to these standards.

Moreover, UNDP is an equal opportunity and inclusive employer, committed to a non-discriminatory workplace 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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