Project Admin and Finance Associate (PAFA)

The Highlands of Papua New Guinea experience violent inter-group or intra-group conflicts of varying scales where violence remains the normative response to disputes and grievances and continues to be perceived as a culturally ‘legitimate’ means of prosecuting claims and seeking restitution. Characterised by low-level, low-intensity, small-scale, hyper-localized conflicts, these individual conflicts are primarily underpinned by similar causal factors ranging from demographic pressures to lack of economic opportunities and access to an effective formal justice system existing within a context of weak governance. Observed trends suggest that proximate factors for these conflicts can manifest themselves differently in each Province. Inter-group conflicts in Southern Highlands Province can be broadly attributed to explosive competition for the goal of political influence and power within the province, while in Hela Province, inter-group conflicts are often crudely characterised more as ‘tribal’ conflicts linked to intensified resource competition. 

UNDP supports Sorcery-Accusation-Related Violence (SARV) survivors with emotional, physical, and material assistance while also working with perpetrators to ensure that the work of restoring the dignity and promoting recovery and empowerment of survivors is sustained through a behavioural change of perpetrators, reintegration into households, and reconciliation within communities thereby disrupting the cycle of retributive violence leading to persistent conflict. Additionally, as part of UNDP’s post-conflict recovery support, UNDP implements community peacebuilding projects, mainly investing in social, cultural and development activities to strengthen human security and social cohesion in the Highlands. The projects focus on a range of priorities, including but not limited to generating employment opportunities through productive services and small business activities to benefit low-income families, facilitating the access of vulnerable populations to basic social services, promoting opportunities for youth, and developing social and economic opportunities for the displaced population. 

Duties and Responsibilities

The Project Admin and Finance Associate will undertake the following responsibilities under the supervision of the Project Manager and in close collaboration with the Highlands Joint Programme Coordination Team, CO Operations Units, and Security Unit.

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 the revision of AWPs and periodic revisions of procurement/HR plans, ensuring that plans are updated in a timely manner and in close coordination with UNDP CO (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 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 recruitment 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, 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 travel and prepare TAs, submit and follow up with UNDP CO Travel Unit in accordance with the SOPs
• Prepare payment requests and submit them to CO. Ensure accuracy of COA of all payment requests
• Prepare receipts in QUANTUM

Project administered timely and efficiently according to UNDP procedures

• Arrange work plans for drivers and supervise implementation. Ensure that vehicle logs are properly maintained
• 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 the supervision of the 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

Required Skills and Experience

Education:

• Secondary education is required.
• University degree (Bachelor´s degree) in Business or Public Administration will be given due consideration, but is not a requirement.

Experience:

• Minimum six (6) years (with Secondary education) or three (3) years (with Bachelor’s degree) of experience 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 is required; and
• Experience within the UN system is highly desirable.
• 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
• Knowledge of UN and/or UNDP policies and regulations on programme and project management is an asset;
• Knowledge of the QUANTUM system is an asset.

Required languages:

• Fluency in English and Tok Pisin is required.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/20827