Project Associate

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    1 month ago
  • Category:
    Project Management
  • Deadline:
    25/01/2024

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.

Consistent with its mandate to prioritize the acquisition, adoption, innovation, and application of science and technology for development and its pursuit of competence, excellence and service innovation as provided in both the Organic Law for the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM) and the Revised Transition Plan 2019-2022 for the Bangsamoro Transition Authority, the Bangsamoro Government, through the Ministry of the Interior and Local Government (MILG), forged a partnership with UNDP in the Philippines that seeks to apply, where possible, the strategic framework and principles of the UNDP-supported Access to Information (a2i) project of the Government of Bangladesh to the specific social, cultural and economic contexts of BARMM.

This project titled “Localizing e-Governance for Accelerated Provision of Services (LeAPS)”  builds on the a2i experience towards the transformation in local governance in BARMM by significantly accelerating connectivity in communities and opening up governance by enabling citizens to capitalize on the benefits of connectivity, such as through improved access to services and information, community enterprise development, assisted rural e-commerce, and skills development. The LeAPS project is a way to overcome the dependencies on archaic, paper-based and manual processes within and among the local government units (LGUs). This project will also maximize the use of MILG’s limited manpower and resources to deliver and monitor frontline services effectively and efficiently.

The overarching outcome of the LeAPS project is to ensure that “the most marginalized, vulnerable and at-risk people and groups benefit from inclusive and quality services and live in a supportive environment wherein their nutrition, food security, and health are ensured/protected”, its outputs are targeted as follows: a) efficient e-services in select LGUs and Ministries of BARMM managed and optimized; b) LGUs effectively and efficiently use disaggregated data for development and resilience planning, programming, budgeting and governance; c) enabling program environment established; and  d) program managed efficiently with sustainability measures.

The full-blown phase of the LeAPS project is set to commence this year to a total of 12  LGUs and 11 Ministries in BARMM.

UNDP is looking for a Project Associate for the LeAPS Project who will form part of the LeAPs Project Management Team based in Cotabato City.

Duties and Responsibilities:

Under the overall supervision of the Project Manager and working closely with the rest of the LeAPS Project Management Team with oversight from the Institutions and Partnerships Programme Analyst, the Project Associate is expected to ensure full compliance of all financial and administrative transactions with UNDP policy, procedures, rules and regulations in the exercise of her/his duties and accountabilities.

S/he is expected to work in close collaboration with the Country Offices’ Results and Quality Team and Operations Team, and with the MILG LeAPS Technical Working Group (TWG) and officials of other BARMM LGUs and ministries:

Support overall effective and efficient management and monitoring of project by contributing to day to day administrative, finance and procurement management:

  • Contribute to the development of project’s annual and quarterly work plans, procurement plan and financial and physical progress reports;
  • Keep track on the delivery of the project and contracted parties, frequently report to the Project Manager on the delivery situation.
  • Maintenance of the internal expenditures control system including budget checks and timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
  • Process documents for cash advance, liquidation, reimbursements in a timely manner, for submission to and approval of the Project Manager, Programme Team Leader, and UNDP Finance Officer;
  • Preparation of non-PO vouchers for the project and payrolls for salaries and other benefits due to project staff;
  • Creation of requisition in Quantum for development projects, register of goods received in Quantum;
  • Coordination with the UNDP Procurement Team in the procurement of supplies including raising requisition, request for quotation, costing for services, machinery, necessities, and any required materials for the project;
  • Process micro-purchasing requests from generic specification identification, request from quotation, submitting of vendor documents if needed to Procurement unit, finalizing all solicited quotations, and submission to micro-purchasing tool;
  • Certifies expenditures for approval of payments and monitor budget expenditures and approved allocation;
  • Coordination of travel arrangements prepares travel requests, coordinates with travel unit for travel authorizations, ticket bookings, and visa;
  • Effective application of UNDP financial procedures through the Quantum enterprise management system, including processing purchase orders, requisitions and payments;
  • Work closely with the Programme Team, Results and Quality Team, and Finance staff to ensure efficient and transparent use of project resources in line with approved budgets and within UNDP rules and regulations
  • Support to the conduct of annual project reviews, audits, monitoring missions, evaluations
  • Support timely operational and financial closure of a project, determination of unutilized funds and processing operational/financial closure of projects in Quantum.

Support timely and efficient implementation of project events and activities:

  • Provide and coordinate project related administrative and on-site logistics support as required for the events.
  •  Ensures provision of logistical services such as arrangement of meetings workshops and other Project-related events, as well as day-to-day transportation and mission travel requirements
  • Support in drafting terms of reference and support the recruitment and management of national and international consultants, subject matter experts, consulting firms, and other such resources.
  • Ensures maintenance of the project records and filing systems and safekeeping of confidential materials.
  • Act as the Project Management Team’s asset management and supplies inventory focal.

Support to building and maintaining effective working relationships with key counterparts:

  • Support in building and maintaining effective working relationships with key partners and stakeholders, especially with the LeAPS Technical Working Group of the MILG-BARMM.
  • Provide quality and timely financial reports, as per UNDP financial rules and regulations and donor requirements.
  • Support in finalizing relevant partnership agreements.
  • Support in promotion of coordination, dialogue, and good practice knowledge sharing among stakeholders.

Support to common activities of the Institutions and Partnerships Programme:

  • In collaboration with the Programme Analyst, support the implementation of the common activities of the Programme Team and the Country Office in general.
  • Support other related tasks as agreed with the Project Manager.

Provide additional support to the Project Management Team and the Programme Team on the request of the Project Manager and Programme Team Analyst.

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 Management

  • Operations Management: Ability to effectively plan, organize and oversee the operation’s business processes in order to convert its assets into the best results in the most efficient manner, Knowledge of relevant concepts and mechanisms
  • Client 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

Business Development

  • Knowledge Generation: Ability to research and turn information into usual knowledge, relevant for context, or responsive to a stated need.

Procurement

  • Procurement Management: The ability to acquire goods, services or works from an outside external source.
  • Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/ or practical situations.
Required Skills and Experience
Education:
  • Completion of secondary Education is required.
  • University degree (bachelor’s degree) in Business Administration, Accounting, Economics, Social Sciences, or related field preferably with specialization in accounting, finance, resource management, etc. will be given due consideration but is not a requirement.
Experience:
  • Minimum of seven (7) years (with secondary education) or four (4) years (with bachelor’s degree) of progressively responsible in administrative, financial and logistics support, or project experience at the national or international level is required.
  • Demonstrated strong professional experiences in finance, logistics, and administration.
  • Demonstrated experience in capacity in project/business financial management, including preparation of budgets, annual work plans, project delivery or progress reports and financial reports.
  • Knowledge on basic information and communications technology (ICT) and proficiency in Microsoft Office applications and other applications of programming, statistical analysis, design, and/or project Management is desirable.
  • Previous working experience with a UN agency/mission, NGO/INGO, or government is an asset.
  • Previous working experience at the international environment and in Mindanao is an asset.
  • Certifications in finance, accounting, and procurement are an asset.

Required Languages

  • Fluency in English and Filipino
Disclaimer
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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