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JOB DESCRIPTION
UNDP is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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.
UNDP is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP
The UNDP Pacific Office (PO) in Fiji, as part of its Inclusive Governance and Economic Growth programme delivered across the region, supports the institutional building of 14 national legislative assemblies and a number of sub-national legislatures to fulfil their constitutional mandate of law making, oversight and representation. Through its parliamentary portfolio the UNDP PO is currently implementing four parliamentary development projects in the Pacific:
- The Pacific Parliamentary Effectiveness Initiatives Project – Phase 2, 2019 – 2024
- The Nauru Accountable and Inclusive Governance Project, 2021 – 2024
- Strengthening Legislatures’ Capacity in Pacific Island Countries Project – Phase 2, 2023-2026
- Fiji Parliament Support Project – Phase 3, 2022-2025
Through these projects, UNDP provides direct support to the Legislatures of Fiji, Samoa, Vanuatu, Solomon Islands, Marshall Islands, Kiribati, Federated States of Micronesia, Palau, Tonga, Solomon Islands, Cook Islands, Niue, Nauru, Tokelau and Vanuatu. The Project Administrative Associate works as part of the parliamentary portfolio team in support of administrative, financial, procurement, logistics and operational processes.
The successful candidate will coordinate its work with the Project Management Support Specialist. The institutions that will require the candidate to work closely with are: Ministry of Defence, Immigrations, Customs, Ministry of Health, Airports, Seaports and other border management agencies in Fiji, Palau and Vanuatu.
Ensure effective administrative assistance for the project implementation
- Perform administrative support functions to facilitate the implementation of the project activities, including personnel matters, attendance records, facilitating missions, office maintenance, reception/registry.
- Assure smooth operational running of the project by following established operational rules and procedures, including preparation of the supporting documentation for contracts, grant agreements and payments.
- Contribute to the project annual and detailed implementation work plans, procurement plans and reports preparation in quality and timely manner based on the requirements of the UNDP and a donor.
- Facilitate project recruitments and personnel management; Keep updated Attendance Record Cards of the project; Assure timely and accurate preparation and submission of the documents for selection processes and contract extensions. Provide support with advertisements of vacancies in mass media, participate in candidates’ interview as interview secretary and consolidate the minutes of panel members.
- Participate in data collection, analysis and maintenance of project related database and files such as Memo, Contracts, reports, evaluations and correspondence; Keep accurate electronic and paper filing, information and records systems.
- Participate in project activities (meetings, round tables, conferences, other public activities); preparation, implementation and follow up, take meeting minutes etc.
- Provide logistical support, including travel arrangements, accommodation, visas, tickets, etc. to the project staff.
- Facilitate and provide full support to project monitoring, evaluation, and audit missions, as well as missions of experts.
- Keep updated project inventory and assure that UNDP regulations on the equipment use, storage and proper maintenance are adhered. Assure that the project equipment transfer/disposal is being done in accordance with UNDP rules.
- Maintain contacts with relevant partners on a variety of the programme component related issues.
- In coordination with Project Finance Associate, liaise with UNDP Operations on a variety of the operations related issues: procurement, financial management and human resources.
- Maintain stationery and office supplies, purchase office equipment when needed.
- Perform other duties as assigned by the Project Manager
Ensure effective financial assistance (in close consultation and coordination with Project Finance Associate)
- Support day-to-day management of the project financial operations in accordance with UNDP rules and regulations and relevant SOPs.
- Support preparations of accurate budget revisions.
- Prepare requests for financial authorization to UNDP CO in accordance with the approved project budget.
- Support preparation of accurate financial reports, including monthly and quarterly disbursement reports and financial reports for donor
- Monitor expenditures and support drafting of financial reports and forecasts.
- Assist project management in preparation/revision of Project Implementation Plan.
Support project procurement processes (in close coordination with Procurement Associate)
- Facilitate the process of procurement and delivery of goods and services through tender/canvas processes in accordance with SOP.
- Support to organization of procurement processes including vendor creation, e-requisitions etc.
Ensure effective logistic support.
- Support logistic preparation for the events and workshop.
- Coordinate travel arrangements for the event participants
- Ensure attendance lists are signed.
Provide support for other project activities
- Support the preparation of analysis, infographics, presentations on project budget planning, forecast and delivery.
- Maintaining project information calendar in MS Teams.
- Assists in meetings, drafts minutes and correspondence as requested.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Core competencies:
- 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:
Business Management
- Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience; Ability to manage communications internally and externally, through media, social media and other appropriate channels
- Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.
Administration & Operations
- Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Administration & Operations
- Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
- Secondary Education is required. or
- University degree (Bachelors degree) in Business Administration, Management, Economics, Human Resources, Finance, Accounting, Social Sciences or other related fields would be desirable but it is not a requirement.
- Minimum of seven (7) years (with secondary education) or 4 years (with bachelors degree) of of progressively responsible administrative or project experience is required.
- Demonstrated experience in the field of administration, finance, programme/project support or other relevant fields.
- Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database package.
- Working experience within UNDP or another UN agency is an asset.
- Experience in international organizations/projects will be considered as an advantage.
- Experience in organizing logistics for regional events will be an added advantage.
- Experience in working in a computer environment using multiple office software packages, experience in Quantum an advantage.
Required Languages:
- English, Fijian and/or Fiji Hindi
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