In the Philippines, Indigenous Peoples, particularly women, endure significant economic and social disparities, despite the country’s adoption of the UN Declaration on the Rights of Indigenous Peoples (UNDRIP). Barriers such as limited access to education, health care, electricity, and financial services, as well as tenurial insecurity and lack of or limited investments both public and private, persist in geographically isolated and disadvantaged areas (GIDAs) where ancestral domains are situated. These challenges, compounded by cultural and gender norms, hinder meaningful participation, leadership, and economic opportunities for Indigenous women and girls. Notably, 60% of the IPs in the country resides in Mindanao, a conflict-affected region that has been a focal point of international development efforts, including support from Aotearoa New Zealand over the past two decades.

Gender equality and women’s empowerment are central to the New Zealand Government Ministry of Foreign Affairs and Trade’s (NZ MFAT) international development agenda, as outlined in the Ministry’s Gender Action Plan (GAP) and its broader commitment to human rights. To address these issues, a targeted intervention in Mindanao is proposed, focusing on:

1. Enhancing employment and livelihood opportunities for indigenous women and girls through investments in entrepreneurial skills and leadership training.
2. Raising awareness of the rights of indigenous women and girls.
3. Addressing formal and informal customs that perpetuate gender-based social exclusion.

The proposed initiative, named the Indigenous Women and Girls – Leadership and Empowerment in Ancestral Domains (I-LEAD) Project, aims to bolster intergenerational socio-economic development of indigenous women and girls in Mindanao. It targets two key barriers: weak participation of Indigenous women and girls in governance and management of ancestral domains, and their constrained access to education and livelihood services hindering their economic participation.

To address these barriers, the Project will carry out interventions that will result in the following: (i) IP women and girls benefiting from improved accountability and transparency of ancestral domain management and governance; (ii) IP women and girls with increased income and improved livelihoods; and (iii) improved gender and human rights-responsive policy and institutional support for IP women and girls at national and regional levels. With these targets, the I-LEAD Project will undertake three interrelated and mutually reinforcing project components:

1. Ancestral domain governance is strengthened with a human rights and gender perspective
2. Gender-equitable and culturally appropriate economic empowerment
3. Support to NCIP and stakeholders on gender and human rights-responsive policy and knowledge management

The Project will operate in select ancestral domains in Regions XI and XII, and will prioritize gender and human rights perspectives, ensuring the full enjoyment of rights by diverse gender identities, especially women, and empowering individuals to claim and advocate for their rights.

Scope of Work

Under the supervision of the I-LEAD Project Manager, the Project Administrative and Finance Associate shall support the daily administrative operations and financial management of the Project, including during Inception and Implementation phases. Specifically, the Project Administrative and Finance Associate shall:

Provide effective administrative management and support to the implementation of the Project:

• Contribute to day-to-day project implementation and ensure conformity to expected results and project work plans.
• Assist in the preparation of quarterly and annual progress reports.
• Ensure uploading of annual work plans, budgets, progress reports, and other reports to Quantum as required.
• Oversee the maintenance of project assets and ensure insurance coverage.
• Maintain up-to-date asset and supplies inventory and records and facilitate periodic inventory counts.
• Provide administrative and logistical support in organizing meetings, workshops, seminars, and other events of the Project.
• Create and manage e-requisitions for travel.
• Prepare routine administrative and office correspondence as required.
• Coordinate with counterparts in UNDP on administrative matters.
• Provide timely updates and advice to the team on administrative matters.

 Provide effective financial management of the Project:

• Contribute to the preparation and modification of annual work plans and budgets, including budget analysis, projections, and proposals for revisions.
• Monitor budget expenditures and maintain a proper record of approved project budgets and their revisions.
• Prepare, ensure accuracy, and monitor all payment requests along with supporting documents.
• Manage cash advances/petty cash to support the requirements of specific project activities or office day-to-day operations.
• Manage all advances and settlements and keep track of all funds released by the Project.
• Maintain an internal expenditure control system that ensures all vouchers are processed, matched, and completed; transactions are accurately recorded and posted in Quantum; and travel claims, purchase orders, and other entitlements are duly processed.
• Prepare and ensure timely corrective actions on financial errors, including unposted vouchers, vouchers with budget check errors, match exception, and unapproved vouchers.
• Maintain accurate financial records and control of supporting documents for payments and financial reports
• Prepare fund utilization reports vis-a-vis approved annual work plans, budgets and Project Document.
• Prepare and submit expenditure and project budget status reports and other recurring and special reports as required for budget and financial reporting and audit.
• Ensure compliance with UNDP and funder’s (Government of New Zealand) regulations and procedures for financial processes, financial records and reports, and audit follow up and requirements.
• Provide timely updates and advice to the team on concerns related to the project’s financial management.
• Undertake other tasks related to the project’s financial management as required.

Provide effective support to the procurement and recruitment activities of the Project:

• Contribute to the preparation of procurement plans in accordance with the project annual work plans and monitor their implementation.
• Review procurement requests and assist project team in making procurement decisions through market research and cost estimations.
• Initiate and coordinate tasks for the procurement of consultants, services, goods, works, equipment, and supplies in accordance with the project procurement plans, including preparing the necessary documentation for the issuance of contracts.
• Monitor the project’s existing supplier contracts, including overseeing revision, extension, and closing of contracts.
• Create and manage e-requisitions in Quantum.
• Manage PMU staff recruitment, including advising the project team on different types of contractual modalities.
• Monitor PMU staff contracts, including coordinating performance evaluation process and overseeing revision, extension, and closing of contracts.
• Ensure that procurement and recruitment processes follow stipulated UNDP procedures and guidelines.
• Coordinate with UNDP and relevant offices with respect to procurement and recruitment aspects of the project.
• Provide timely updates and advice to the team on procurement and recruitment matters.
• Undertake other tasks related to the project’s procurement and recruitment activities as required.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

The Project Administrative and Finance Associate will report to the Project Manager of the I-LEAD Project and will work closely with all project personnel and UNDP Country Office teams to ensure relevant requirements and documentation are fulfilled in a timely manner with the required quality, following standards in line with the UNDP guidelines and procedures.

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 

Minimum Qualifications of the Successful NPSA

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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