Job Identification : 13400

Locations : Apia, Samoa

Posting Date : 08/31/2023, 06:55 AM

Apply Before : 09/14/2023, 11:59 AM

Job Schedule : Full time

Agency : UNDP

Grade : NPSA-8

Vacancy Type : National Personnel Service Agreement

Practice Area : Effectiveness

Bureau : Regional Bureau for Asia and the Pacific

Contract Duration : 1 Year

Education & Work Experience : Master’s Degree

Other Criteria : Master’s Degree or 2 years of experience with Bachelor’s degree

Required Languages : English and Samoan

Vacancy Timeline

2 Weeks

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

The Circular Economy for the Recovery of Waste Transition (CERO Waste Transition) builds on and intends to further the successes of the pilot phase to consolidate a foundation for a scalable transition to an inclusive and climate-resilient circular economy (CE), targeting the plastic waste stream, that accounts for Samoa’s second largest waste stream and a problematic source of terrestrial and marine ecosystem pollution and degradation. As plastic waste pollution and its associated environmental impacts are exacerbated by multiple factors, a holistic approach is proposed that integrates convening power, systems thinking, institutional capacity building, education and awareness-building, technological innovation and on-the-ground action to accelerate the transition to a CE, leveraging actors from across the public, private and civil society sector due to the multi-stakeholder nature of the issue. This approach seeks to ensure that the policy, planning and advocacy enabling environment for an inclusive and climate-resilient CE, as well as the operational systems and supporting infrastructure that are required to manage and recover plastic waste effectively and efficiently are enhanced. Similarly, the systemic collaborative approach will ensure that change happens not only at the individual habit level, but also at the level of mindsets, impacting long-term policy change and inter-generational paradigm shift that is paramount to success and sustainability.

Duties and Responsibilities

Under the oversight of the Environment and Climate Change Unit team lead for the day-to day operations the Incumbent will report directly to the Assistant Resident Representative.

Under the direct supervision of the Assistant Resident Representative (ARR) for the Environment and Climate Change Unit (ECCU) and guidance of the CERO Waste Project Coordinator, the Project Support Officer will be responsible for the overall operational and financial management functions of the project, as well as provide logistical and administrative management support to project implementation in compliance with appropriate UNDP policies and procedures.

Effective implementation support:

•  Support to Project Coordinator managing and overseeing all activities/works of the project;
•  Support to Project Coordinator with communication between UNDP and Responsible Parties and beneficiaries, including but not limited to arranging Project Board meetings, weekly coordination meetings, stakeholder workshops and consultations etc.;
•  Conduct regular coordination with stakeholders and clients on timely actions and decision-making, and review status reports for quality control;
•  Contribute to the preparation of status and progress reports by collecting information, preparing tables and drafting selected sections;
•  Provide inputs to, and support drafting of, narrative and annual reports, including donor reporting requirements;
•  Facilitate timely project closure, including but not limited to contributions to financial and narrative reports, donor reports, transfers of assets, liquidations and payments, inter alia; and,
•  Support the Project Coordinator with contract management.

Operational, accounting and financial management:

•  Ensure project results are delivered to the required standards of quality within the specified time and cost specified in the project document and work plans;
•  Ensure compliance of all the provisions of DIM Guidelines regarding personnel management, procurement, sub-contracting and financial management;
•  Ensure full compliance with UN financial regulations and rules, policies, and standard operating procedures, including internal controls;
•  Set-up and monitor budgets in Quantum to ensure they are in accordance with budgets agreed with donors and are input into Quantum at the detailed Activity level;
•  Monitor the proper functioning of the financial resources management system for office and programmatic budgets and resources;
•  Facilitate and contribute to the development of annual and quarterly work plans and budget in accordance with the project Initiation Plan;
•  Plan, track and monitor the appropriate and timely use of financial resources and maintain a proper filing system for all records and documents, including but not limited to POCOMAS;
•  Review and verify financial transactions, activities, and documentation, taking corrective actions as needed and reporting any unusual activities;
•  Monitor financial exceptions reports for unusual activities or transaction, review anomalies and report to the supervisor conclusions and/or present recommendations for actions/decisions;
•  Liaise with regional and country financial and project team as required to resolve financial data issues;
•  Provide advice and recommend solutions to a wide range of financial issues to both the MCO and project partners;
•  Mobilize goods and services to support project activities, including drafting terms of reference (TORs) and works/product requirements and specifications;
•  Prepare and submit purchase orders (PO) and non-PO requests for payments for projects with accurate supporting documents and submission for processing to GSSC; and,
•  Review transactions in Quantum, ensure payroll, travel claims, and other entitlements are processed in a timely manner

Administrative and knowledge management support for project implementation:

•  Assist the conceptualization and development of Human Resource and Procurement plans in consultation with the Project Coordinator;
•  Provide support to project and partner audits, including follow-up and/or action on audit recommendations;
•  Draft correspondence, note-to-file, meeting minutes, documents, reports, contracts, inter alia and keep the necessary flow of correspondence;
•  Coordinate and assist in making travel arrangements for participants of events, projects staff in connection with their domestic and international project-related travels;
•  Keep records of Non-Expendable Equipment (NEE), conduct physical verification at least once a year and prepare report on annual physical verification of NEE to be submitted to UNDP MCO;
•  Participate in trainings for operations and project staff on Finance and other thematic areas as relevant;
•  Contribute to knowledge networks and communities of practice;
•  Capture and share lessons learnt and good practices in financial management;
•  Provide administrative and financial guidance to project team personnel as and when required, such as assisting them to create an incident in UNAll, inter alia; and,
•  Maintain project related files and keep information and reference material in a manner that allows easy reference retrieval, including the systematic use of POCOMAS.

Competencies

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 Direction & Strategy

•  Entrepreneurial Thinking: Ability to create clarity around UNDP value proposition to beneficiaries and partners and to develop service offers responding to client needs based on UNDP’s organizational priorities and mandate.
•  System Thinking: Ability to use objective problem analysis and judgment to understand how interrelated elements coexist within an overall process or system, and to considering how altering one element can impact on other parts of the system.

Business Development

•  Collective Intelligence: Ability to bringing together diverse groups of people, data, information or ideas and technology to design services or solutions.
•  Human Centred-Design: Ability to develop solutions to problems by involving the human perspective in all steps of the problem-solving process.

Partnership Management

•  Resource Mobilization: Ability to identify funding sources, match funding needs (programmes/projects/initiatives) with funding opportunities and establish a plan to meet funding requirements.
•  Relationship Management: Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.

Business Management

•  Project Management: Ability to plan, organize, priorities and control resources, procedures and protocols to achieve specific goals.

Required Skills and Experience

Education:

•  Advanced university degree (Master’s degree or equivalent) in Project Management, Finance, Accounting, Administration or related fields is required.
•  A first-level university degree (bachelor’s degree) in Project Management, Finance, Accounting, Administration or related fields in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience:

•  Up to 2 years with master’s degree or minimum 2 years with bachelor’s degree of relevant experience.
•  Experience in the use of computer and office software packages, spreadsheets and database packages.
•  Experience working in the development and/or public sector is an asset.
•  Excellent knowledge of finance management principles and best practices.
•  Excellent people management skills including networking and stakeholder engagement.
•  Excellent reporting, writing and communication skills.
•  Female candidates are encouraged to apply.

Language Requirement:

•  Fluent in oral and written English and Samoan are essential.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate 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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