Project Associate

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Description

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The project “Addressing Climate Vulnerability in the Water Sector (ACWA) in the Marshall Islands)” implemented by the Government of the Republic of Marshall Islands (GoRMI) in collaboration with UNDP became operational in January 2020 with the objective to address expected impacts of climate change on water security on Republic of Marshall Islands (RMI).

RMI is a small island developing state in the Pacific. The nation is a large-ocean state, with a total land area of only 182 km², spread across over 2 million km² of ocean. There are 24 inhabited atolls and islands, which are mostly remote and lie merely 2 m above sea level on average. There are no rivers, streams or lakes in RMI and the number of small surface ponds is very limited.

GoRMI, with the assistance of UNDP, has developed a project on adaptation to climate change impacts to water supply in RMI. The project is co-financed by GoRMI and Green Climate Fund (GCF).  The project will build resilience to the impacts of climate change on water supply, particularly in 24 atolls and islands that are highly vulnerable to drought. The project will invest in improving water security, water resilience and water governance through:

• Water Security – Improving household and community rainwater harvesting and storage structures to increase resilience of water supply in 77 rural communities in the outer islands and atolls accounting for approximately 28% of RMI’s population, including 7,630 (49%) women, currently at risk.
• Water Resilience – Securing groundwater resources from contamination due to inundation caused by wave overtopping of seawater.
• Water Governance – Strengthening the technical capacities of national and subnational institutions and key stakeholders to integrated climate change risks into water governance processes so that management of climate change risks are coordinated, effective, participatory, equitable, and sustained over the long-term when risks are expected to worsen.

The project aligns with GoRMI’s key climate change policies and strategies and has been developed through extensive consultation with government, Non-Government Organisations (NGOs), Community-Based Organisations (CBOs) and beneficiary communities. The proposed project is aligned with RMI’s NDC and country work programme to the GCF.  The NDA has issued a letter of no-objection and the proposed project is aligned with the work programme of the AE (UNDP) selected by the NDA.

This GCF project will be executed by UNDP, in close partnership with the GoRMI, given UNDP’s extensive experience in implementing climate change adaptation projects globally. The project implementation will be led by a team based in Majuro, RMI and Suva, Fiji.

The Project Associate will work under the supervision of the Project Manager, and work closely with the Team Lead for the Resilience and Sustainable Development Team and the Project management Unit (PMU) as well as the key government counterparts. 

Duties and Responsibilities

Under the guidance and direct supervision of the Project Manager, the Project Associate is responsible for providing support to the Project Management Unit (PMU), especially the PM and Project Finance and Admin Officer, in financial management of the project including project accounting system, overall budget expenditures according to the Project Document, advising the Government, PMU and UNDP on the need for budget revision and/or off-track activities, and presenting financial analysis at Project Board meetings.

Summary of Key Functions:

• Support the project team to ensure effective project planning, operation and implementation
• Administrative support to the PMU
• Administration and implementation of operational and financial services for the project 
• Facilitation of knowledge building and knowledge sharing
• Support procurement and warehouse team

Support the project team to ensure effective project planning, operation and implementation

• Compile and summarize information and data for the formulation of project work plans, draft annual/quarterly budgets, proposals on implementation arrangements, and on other specific project related topics or issues. 
• Provide comprehensive support in all aspects of project implementation in accordance with the project documents, annual work plans and other agreements between UNDP and responsible partners. Ensure quality of delivery by consultants, beneficiaries, and contracted companies; and communicate findings to the supervisor. 
• Ensure compliance of project business processes with UNDP Project Operational Policies and Procedures (POPP) and UNDP Standard Operating Procedures (SOP). When necessary, provide guidance to project staff on business processes, administrative and other requirements and procedures. 
• Support mainstreaming gender equality in the project implementation, including in data collection and compilation. Prepare gender equality background materials for use in discussions, briefings, and correspondence.
• Provide administrative and logistical support to ensure successful project delivery that includes organizing/coordinating project events and selecting appropriate venues, coordinating project procurement procedures, maintaining project records and files, recruiting project team members, and supporting contracting activities.

Provide administrative support for the PMU

• Maintain PMU documentation in electronic and/or hard copy format (including financial records such as supporting documents for vouchers and POs), according to UNDP policies and guidelines;
• Maintains and regularly updates project counterpart contacts database;
• Review and compile necessary documentations during procurement process, in support of the Procurement Associate;
• Review and verifies invoices and common services expenses charged to the PMU budget (rent, utilities, phone, miscellaneous);
• Organize project-related meetings outside of RMI;
• Provide communication support (electronic and hard copy correspondence, etc.) to all PMU staff.

Administration and implementation of operational and financial services for the project

• Ensure full compliance of the project with UNDP, GCF and EU rules and regulations on operational processes, financial records, reports and audit as well as effective and the internal controls frameworks;
• Support Track project delivery through Quantum, PIMS+ and other tools;
• Support Finance and Admin Associate to carry out an analysis, as needed, on the expenditure projection based on the deviation of the actual expenditures from the AWP and keep the members of the PMU, Government and UNDP informed of the risk of under-delivery;
• Support Finance and Admin Associate to develop the information/reports on the financial/accounting situation of the project and propose solutions to improve the situation;
• Support Finance and Admin Associate that the financial/accounting data is accurate in Quantum/Atlas and take timely corrective actions on erroneous data;
• Verification and reconciliation of various expenditures reports from the Responsible Party(ies);
• Preparing payment requests and processes vouchers in Atlas at request of the PM and DPM.
• Support Partner Agencies, particularly under Letter of Agreement (LoA) for review and advice on acquittal process 
• Advice and support Partner agencies on UNDP administrative, audit and spot check procedures and guidance

Facilitation of knowledge building and knowledge sharing

• Advice to Project staff on UNDP administrative and reporting, in particular, on budgetary issues;
• Organize trainings for the Government of RMI on financial management;
• Synthesize lessons learned and best practices in programme and project finance;
• Sound contributions to knowledge networks and communities of practice.

Support Procurement and Operation Team

• Provide daily support to procurement and warehouse team to supply necessary items for project implementation, warehouse and office
• Support necessary clearance, such as porty authority, for goods related to project
• Assist 

Required Skills and Experience 

Education:

• Secondary education is required, or  
• University Degree in Business Administration, Finance, Project Management, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
• A certification in Accounting and Finance would be an asset

Experience:

• Minimum of 7 years (with secondary education) or 4 years (with Bachelor’s degree) of progressively responsible financial management or accounting experience with knowledge of programme or project finance is required
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling of web-based management systems is required.
• Computer knowledge of MS Word, MS Excel, MS Power Point.
• Proven sensitivity and respect to Marshallese customs and traditions
• Certified accountant from an internationally recognized institute of accounting will have a distinct advantage
• Knowledge of IPSAS and/or IFRS is desired
• Demonstrated work experience in project work in a national or international setting
• Previous UN experience, and working knowledge of the UNDP Atlas system, is an advantage.

Required Languages:

• Fluency in English (oral and written) is a requirement 
• Proficiency in the Marshallese language is desirable.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/20973

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