Project Administrative and Finance Officer, Suva, Fiji At UNDP – United Nations Development Programme


Closing date: Wednesday, 14 June 2023

Job Identification : 11073

Locations : Suva, Fiji

Posting Date : 05/31/2023, 03:36 AM

Apply Before : 06/14/2023, 11:59 AM

Job Schedule : Full time

Agency : UNDP

Vacancy Type : National Personnel Service Agreement

Practice Area : Governance

Bureau : Regional Bureau for Asia and the Pacific

Contract Duration : 1 Year with Possibility for extension

Education & Work Experience : Master’s Degree – 2 year(s) experience OR Bachelor’s Degree – 4 year(s) experience

Required Languages : English

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.

Although Pacific Island countries vary considerably in size, population, economic development, cultural and physical resources, they face common challenges, including the lack of economies of scale, limited economic resources, tyranny of distance, lack of personnel capacities and poor connectivity. These challenges have made delivering services to populations outside the main capitals a huge challenge for PIC governments. While decentralisation of government, and therefore service delivery, has been one structural approach that many PIC governments have attempted to implement, the practical reality is that many Pacific islanders continue to feel disconnected from their governments, as they struggle to access services and, more fundamentally, have difficult participating in policy-making and decision-making, due in large part to their physical distance from major national and regional power centres and PIC governments’ inability to systematically implement efficient consultation processes.

Digitalisation of government systems and harnessing those processes to promote more inclusive e-government and e-participation could go some way to more efficiently and effectively tackling some of these serious challenges. Already, a number of PICs have started to progress efforts to more systematically utilise increasingly cheap and accessible information and communication technologies (ICTs) for government purposes. In the four target countries of this Project – namely, Fiji, the Federated States of Micronesia, Solomon Islands and Tonga – each country has some form of national digital strategy.

In order to ensure that the four target countries can harness digitalisation for the benefit of all of their people, this Project will work with government officials and civil society (including NGOs, academia, the media and the private sector) to build their commitment to and understand of digital rights and digital development principles, in order to support the design of regulatory frameworks which properly respect and protect human rights in the context of digitalisation. The Project will in particular build the capacities of partners civil society organisations and governments to design and roll out digitalisation initiatives that are people-centred, gender sensitive and rights-based, with specific attention given to sharing knowledge of good practice and lessons learned from around the region and the world.

UNDP is looking for a Project Administrative and Finance Officer to support the efficient administration of the project, as well as supporting the project manager to ensure proper reporting to the funding partner, the EU Delegation in Fiji. The Project Administrative and Finance Officer shall be responsible for the financial and administrative management of the project activities and provide assistance in the preparation of quarterly and annual work plans and progress reports for review and monitoring by UNDP. The incumbent will develop and implement the project, financial and administrative actions that the project require in an efficient and effective manner, in order to achieve the project results and targets.

The incumbent will work under the direct supervision of the Project Manager and will maintain close cooperation with operation team in the UNDP Pacific Office in Fiji, as well as project focals in the different countries.

Duties and Responsibilities

The Project Administrative and Finance Officer will execute the duties and responsibilities outlined above under the guidance and supervision of the Project Manager.

The specific duties and responsibilities during the assignment will include, but not be limited to, the following: Project Implementation Assistance

Provides support for the administration and implementation of project activities focusing on achievement of the following results:

  •  Undertake administrative, logistical, travel, procurement, financial and asset management tasks in full compliance with UNDP rules, regulations and policies;
  •  Provide support to procure goods and services required by the project, in liaison with the relevant staff and units of UNDP Country Office.
  •  Provide administrative support in arranging project related workshops and meetings for the Project Board, Technical Advisory Committee and other when needed.
  •  Participate in the preparation of work plans, operation plans and procurement plans and periodical reviews thereof;
  •  Provide support in quality control of project activities, including assessing impact and effectiveness, tracking outputs and results, and ensure timely and efficient delivery;
  •  Maintain an appropriate filing system documenting the implementation of approved work-plan activities;
  •  Provide support in regular monitoring and data collection of project activities in accordance with work-plan and procurement plan;
  •  Provide general secretarial and administrative assistance to the project in close liaison with UNDP teams.

Financial assistance

Provide general financial support to the project, focusing on achievement of the following results:

  •  Assist project team in drafting quarterly and yearly project progress reports concerning financial issues;
  •  Assist project management in performing budget cycle: planning, preparation, revisions, and budget execution;
  •  Monitor project expenditures, ensuring that no expenditure is incurred before it has been authorized;
  •  Perform preparatory work for mandatory and general budget revisions, annual physical inventory, auditing; and assist external evaluators in fulfilling their mission;
  •  Prepare all outputs in accordance with the UNDP administrative and financial office guidance;
  •  Ensure that all project financial activities are carried out on schedule and within budget to achieve the project outputs;
  •  Lead financial reporting for UNDP and / or donor (EU) templates.
  •  Perform all other financial related duties, upon request.

Information management assistance

Provides assistance to enable timely information gathering and research focusing on achievement of the following results:

  •  Monitor the news and prepare of brief synopsis of relevant news items;
  •  Assist in undertaking information gathering and basic research for use in briefings and background papers;
  •  Assist in updating matrices to map activities of stakeholders and assistance providers for improved coordination;
  •  Compile, organize and file of information and documents for reference and use by team members.

Support efficient and effective administrative operations

  •  Support and provide the appropriate trainings for financial and administrative, as well as to programme staff as required, to ensure compliance with UNDP financial procedures;
  •  Process and review official Project Mission Travel Requests, including timely follow-up action on medical/security clearance, claims, signatures as appropriate and ensuring preparation of the necessary documents in Quantum and UNAll;
  •  Monitor all travel-related payments for the Project, liaising appropriately with Out-posted staff, as required;
  •  Provide administrative and logistical support for donor meetings, country/region specific meetings, workshops, trainings, conferences, retreats and any other special events organized by the Project

Support partners coordination in finance and admininistration

  •  Work with project partners to ensure timely liquidations
  •  Support Ips under th project with financial management
  •  Respond to Partners request pon administrative support as appropriate
  •  Performs any other tasks assigned by Project Manager and Senior management.

Competencies

Core competencies:

  •  Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
  •  Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
  •  Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
  •  Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
  •  Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
  •  Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
  •  Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

Cross-Functional & Technical competencies

Business Direction & Strategy

  •  Effective Decision Making: Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.
  •  System Thinking: Ability to conduct problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system; Ability to develop effective strategies and prioritize plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions; Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP.

Operations: Administration, Finance, HR, Procurement, IT and Security (Finance)

  •  Audit risk management: Ability to address audit issues raised in the course of an audit and propose solutions in order to ensure a true and fair audit opinion is achieved.
  •  Audit (General): Understands how regulations and professional standards in internal and external audit underpin audit work in the public services; Understands the key stages of audit work, including planning, documentation, testing and reporting; Ability to examine and verify accounts and records; Understands wider mechanisms for assurance and scrutiny.
  •  Accounting (General): Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.
  •  Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Required Skills and Experience

Education:

  •  Advanced university degree (Masters Degree) in Finance, Accounting, Business or Public Administration, or related
  •  A first-level university degree (Bachelors Degree) in Finance, Accounting, Business or Public Administration, or related with additional 2 years of work experience will be given du consideration in lieu of Master’s degree

Experience:

  •  Minimum 2 years (with master’s degree) or 4 years (with bachelor’s degree) of relevant experience at the national or international level in providing responsible project support or finance experience required
  •  Full proficiency in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages.
  •  Experience in working with government counterparts and programme beneficiaries (e.g. Government, development partners, CSOs and private sector representatives).
  •  Experience in conducting audit is desirable.
  •  Experience of working with UN, EU, or other international organizations is an asset.

Required Language(s)

  •  Fluency in written and spoken English is required.

Travel

  •  The incumbent may be required to travel to the Federates States of Micronesia, Tonga, Solomon Islands, and throughout Fiji, for short term missions.

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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