Project Admin and Finance Associate (PAFA) – Duty Station: Mount Hagen, Papua New Guinea

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. 

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.
 

A. 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

B. 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
   

C. 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

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

The position will be based in the UNDP’s Highlands Office in Mount Hagen, with significant time spent in Hela and Southern Highlands provinces.

Institutional Arrangement

The PAFA works under the project manager’s day-to-day supervision. The PAFA’s duty station will be Mount Hagen, Papua New Guinea, following working hours and weekends. Movements for meetings, consultations, and field missions will be coordinated by the UNDP Projects in the Highlands. The PAFA will at all times observe the UN Security rules and regulations and advisories in Mount Hagen.

• 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 
   

Administration & Operations    

• Assets management: Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain 
  16UNDP tendersglobal.net People for 2030 –Competency Framework –Technical CompetenciesAsset Management Module in QUANTUM, Asset Dashboard; develop supporting tools for assets certification and further enhancements forAM 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 tendersglobal.net People for 2030 –Competency Framework –Technical Competenciescirculars 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 public sector. 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 and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting 

Procurement 

• Procurement management: The ability to acquire goods, services or works from an outside external source 
   

• Fluency in English and Tok Pisin is required.