Job Identification : 12856

Locations : Port-Vila, Vanuatu

Posting Date : 08/07/2023, 06:05 AM

Apply Before : 08/21/2023, 12:59 PM

Job Schedule : Full time

Agency : UNDP

Grade : NB3

Vacancy Type : National Personnel Service Agreement

Practice Area : Governance

Bureau : Regional Bureau for Asia and the Pacific

Contract Duration : 1 Year

Education & Work Experience : Bachelor’s Degree – 4 year(s) experience OR High School certificate- 7 year(s) experience

Required Languages : English and Bislama

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.

As part of a political reform process launched following the inauguration of the government issued from the 2015 “snap elections”, the Prime Minister of Vanuatu requested in May 2016 UN assistance in preparations for a potential referendum to approve the constitutional reforms, as well as medium- and longer-term assistance to develop the capacity of the Electoral Commission (EC) and the Vanuatu Electoral Office (VEO). In response, a first scoping mission was deployed to Vanuatu in June 2016. The Vanuatu Electoral Environment Project (VEEP) was approved and signed off by the UNDP Pacific Office in Fiji and the Vanuatu Electoral Office (VEO) in August 2017. VEEP was the first systematic effort to provide international electoral assistance in the country. The project eventually included four outputs – 1) strengthening of the electoral administration, 2) enhancing the integrity of the voter register, 3) supporting voter education and information and 4) supporting the political reform efforts through the development of the legal and operational framework regarding political parties’ registration. UNDP/VEEP thus provided technical and operational support to elections held during this period, supported a countrywide joint civil & voter registration process in the run-up to the General Elections 2020, as well as comprehensive voter information and public awareness campaigns – along with supporting adaptation to COVID-19 and TC Harold challenges. Looking at the voter turnout in Vanuatu from independence in 1980 to 2020 there has been a continuous increase in the total number of votes cast since 1983, and it is noteworthy that the total votes cast in 2020 was the highest ever in the Vanuatu electoral history despite COVID-19 and TC Harold challenges and restrictions.

This project successfully ran from 2017-2020, and from 1 January 2021, VEEP phase II started up to continue the work that VEEP phase I had started. VEEP accordingly continues to aim at contributing to the democratic development in Vanuatu. It will do so through the continued strengthening of the institutional and operational capacities of the electoral authorities, both the Electoral Commission (EC), the policymaking, oversight body, and the Vanuatu Electoral Office (VEO), the corresponding executive, operational arm. The project will support the electoral authorities to fulfil its mandate to conduct all direct elections in the country, and improve its capacity to manage the political change process through credible and genuine electoral processes. VEEP II will further support the successful transition to the future voter registration model, where the electoral authorities will derive the voter register from the civil registry database, and use National ID for voting identification, with the aim of increasing the integrity and accuracy of the voter register, as well as increasing participation, reducing certain irregularities, and strengthening public confidence. The project will continue to support improvement of institutional capacities to maintain longer-term voter education efforts and to strengthen the capacity of the electoral authorities to plan, implement and evaluate voter information and awareness efforts. Finally, the project will support electoral reform initiatives, including the capacity of the electoral authorities in developing and presenting viable changes and providing technical advice on the possible options to manage reforms dealing with complex aspects of the electoral processes, including civil and voter registration.

•  The specific outputs for VEEP Phase II are: Output 1: Institutional Capacities of the Electoral Authorities Strengthened
•  Output 2: Integrity and Accuracy of the Voter Register Enhanced
•  Output 3: Ability to Conduct Voter Education and Raise Public Awareness strengthened
•  Output 4: Legal Electoral Framework Improved and Capacity Building on Electoral Reform to Key Stakeholders provided

VEEP II culminates with the General Elections in 2024. This allows for the continuity of progress made under the UNDP/VEEP Phase I and a smooth transition of the initiatives to mainstream practices within the Vanuatu electoral authorities and the Civil Registry and Legal Identity department.

To support the implementation of this project, UNDP is recruiting a Project Associate who will support the implementation of the VEEP project’s activities.

Duties and Responsibilities

The Project Associate will be working with the Project Support team and reporting to the Chief Technical Adviser/ Project Manager.

The Project Associate reports directly to the UNDP/VEEP CTA and Project Manager, as well as the Electoral Analyst.

Summary of Key Functions:

•  Ensure effective administrative and logistical support
•  Provide support to effective management of the project.
•  Support strategic partnerships and management of project consultants.
•  Contribute to Knowledge Management and Knowledge Sharing.

Ensure effective administrative and logistical support:

•  Preparation of vendor forms and creation of Vendor List.
•  Support to organization of procurement processes including preparation of TORs, RFQs, bids or proposals.
•  Maintenance of the supervisor’s calendar, managing government & external partner contact list, arrangement of appointments and meetings.
•  Coordination of travel arrangements and hotel reservations, preparation of travel authorizations, processing requests for special category visas.
•  Administrative support to conferences, workshops, retreats.
•  Attendance at Project meetings, and Project supported Working Group meetings when required and support with preparation of agenda, presentations, minutes of meetings.
•  Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services activities.
•  Assist in processing of Staff/Workshop Participants Travel Claims in line with financial procedure.
•  Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by VEEP and keeping a log of distribution.
•  Maintenance of the e-filing system ensuring safekeeping of confidential materials.
•  Presentation of information on the status of financial resources as required.
•  Prepare bank documents, e.g., T/T. and assist in banking runs for events.
•  Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to supervisor.
•  Assistance in the provision of information for audit management.

Provide support to effective management of the project:

•  Assist in the design, planning and management, evaluation and monitoring and reporting of initiatives of VEEP as well as other key result areas that may be assigned in future.
•  Provide project coordination, planning and implementation of the project activities.
•  Provide support in quality control of project activities, including ensuring the preparation of appropriate training materials, assessing impact and effectiveness, tracking outputs and results, and ensuring timely and efficient delivery.
•  Assist in the collection, and presentation of researched information for preparation of project concepts, draft project documents, work plans, budgets, and proposals on implementation arrangements, MOUs and contracts.
•  Assist in the follow up on performance indicators/ success criteria, targets and milestones, preparation/review/comments of/on reports.
•  Assist in the preparation of unit workplans and results reporting.
•  Prepare monthly, quarterly, and annual input to reports of project activities, outputs and deliverables.
•  Timely acquittals and reporting after field visits, or NEX advance acquittals.
•  Ensure contracted stakeholders follow their contract and deliver on planned activities.
•  Provide recommendations for the mitigation of identified risks, sustainability strategies and improvements in project implementation.
•  Facilitate logistical, travel, procurement, and financial and asset management for the project:
•  Timely provision of support to procure goods and services required by the project, in liaison with the relevant project staff, participants, project stakeholders and relevant units of the UNDP Pacific Office.

Support strategic partnerships and management of project consultants:

•  Assist in the analysis of information on donors, government agencies, preparation of profiles and database, establishment of contacts with donor counterparts and government agencies.
•  Assist in tracking and reporting on mobilized resources.
•  Provide support to donor reporting (quarterly, annually).
•  Provide support and mentoring to VEEP consultants.

Contribute to Knowledge Management and Knowledge Sharing:

•  Dissemination of information on VEEP publications, productions, activities etc. to UN agencies, donors, development partners, government agencies, iNGOs, NGOs etc.
•  Compile, organize and file information and documents, including correspondence and minutes, for reference and use by team members.
•  Document lessons learned and recommendations to improve activities.
•  Coordinate/liaise with printers on editing and layout work of publications, reports, booklets, awareness materials before publishing.
•  Coordinate post-production work for publications.
•  Protection of historical knowledge of VEEP processes & procedures and activities.

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

•  Strategic Thinking: Ability to develop effective strategies and prioritized 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
•  Effective Decision Making: Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.

Business Development

•  UNDP Representation: Ability to represent UNDP and productively share UNDP knowledge and activities; advocate for UNDP, its values, mission and work with various constituencies.

Business 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 fulfill 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.

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

•  Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc
•  Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets

2030 Agenda: Partnerships

•  Governance: Electoral Cycle Support

Required Skills and Experience

Education:

•  Secondary education or High school diploma is required, or
•  Bachelor’s degree in Management and Public Administration, Finance, Social Policy and relevant discipline, including, law, research governance, commerce, social work and administration will be given due consideration.

Experience:

•  Minimum of 7 years (with Highschool) or 4 years (with Bachelor’s degree) of proven knowledge and experience in development assistance projects at national level in the area of governance OR
•  Ability to network and liaise with relevant counterparts.
•  Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of web-based management systems;
•  Working knowledge of the UNDP Atlas system is a distinct advantage.
•  Demonstrated familiarity with Pacific development issues at regional and national levels and working experience with governments would be an advantage
•  Experience in project management, preferably within UNDP or another UN agency is an added advantage

Required Languages:

•  Proficiency in English & Bislama is essential, knowledge of other languages an advantage

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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