Under the Gender and Governance, Peace and Social Cohesion Outcomes outlined in UNDP’s Country Programme Document and within the UN Highlands Joint Programme, UNDP implements the ‘Empower Her-PNG Peace Initiatives’ project. This project aims to empower women and girls while enhancing the capacity of key actors to strengthen the Women, Peace, and Security agenda in PNG. It does so through targeted support to policy frameworks and the roll-out of impactful, measurable local initiatives in the Hela and Southern Highlands provinces, as well as the Autonomous Region of Bougainville. The project’s main aim is to clearly develop a national WPS, implement specific outcomes in two pilot regions, and, importantly, align these initiatives with ongoing women’s, peace, and development initiatives led by the Government of PNG, UN agencies, and other developmental partners.

The ‘Empower Her-PNG Peace Initiatives’ project focuses on implementing critical WPS interventions that include:

Outcome 1: An enabling environment is created and strengthened for the active participation of women in decision-making and leadership roles.

Outcome 2: Women, men, and communities proactively advance the Women, Peace, and Security priorities through improved women’s access to justice and women-led initiatives in conflict resolution, peacebuilding, and post-conflict recovery in the Highlands of PNG.

Outcome 3: Women meaningfully participate and lead in peace and security processes that contribute to sustaining peace and resilience in the Autonomous Bougainville Government (ABG).

Under the supervision of the Project Manager and close collaboration with the project focal points in CO Operations Units, Security Unit and the Office of Financial Management and Oversight, the Project Officer carries out a range of tasks related to project activities planning, implementation, procurements, and administration. The Project Officer supports the project team in project implementation processes (such as procurement, recruitment, travel and payments), initiates activities, and follows up on implementation with the UNDP PNG CO. In close coordination with the CO Operations Units, the Project Officer is responsible for providing administrative support such as management of vehicles, premises and project assets and supplies and implementing UNDPs MORSS in project premises. The Project Officer works in close collaboration with the Project staff and CO operations units to ensure smooth and timely input management, as well as with other Project Administrators to coordinate activities and seek synergies.

The position will be based in Mount Hagen, with significant time spent in Hela and Southern Highlands Provinces.

• Project planning, management support, and AWP formulation
• Project day-to-day management
• Project Procurement implementation in a timely and effective manner according to plans and in consistency with UNDP’s policies and procedures
• Project administration according to the UNDP policies and procedures

Project planning and AWP formulation:

• Prepare inputs to the formulation of AWPs
• Provide inputs to detailed implementation plans
• Assist in the formulation of budgets
• Assist in the formulation of procurement and HR plans
• Assist in the revision of AWPs and procurement and HR plans, ensuring that plans are updated promptly and in close coordination with the UNDP Country Office (Programme, HR and Procurement Teams)
• Assist in arranging logistics, preparing agenda and coordinating with related stakeholders for organising workshops as and when required
• Assist in minutes taking for project meetings and in drafting research reports as required

Project day-to-day management

• Establish project annual and quarterly targets
• Apply Results Based Management tools
• Support finalization of contribution agreement; determination of required revisions; coordination of the mandatory and budget re-phasing exercises
• Oversee project procurements and administrative tasks
• Support implementation of the project HR plan and closely coordinate with the CO HR unit on the recruitment and separation of project staff
• Undertake financial and substantive monitoring of the project, identify operational and financial problems, and develop solutions
• Undertake field monitoring of the project activities and results
• Participate in the audit of the project and Follow up on audit recommendations
• Support drafting quarterly, mid-year and final project reports
• Facilitate operational and financial closure of the project

Project Procurement plan is implemented timely and effectively according to plans and in consistency with the UNDP policies and procedures:

• Initiate procurement actions for ICs, goods, works, and services, as well as recruitment of positions according to HR and procurement plans. Prepare requests for recruitment and contracting in UNDP format and according to UNDP policies and procedures
• Compile supporting documents for procurement and recruitment processes and ensure that supporting documents are complete and in line with the UNDP policies and procedures
• Create e-requisitions in QUANTUM to initiate procurement processes, ensure the accuracy of the COA of the e-requisitions, and follow up with senior management for approval. Revise e-requisitions as necessary
• Promptly follow up with UNDP CO units on pending actions (procurement, recruitment, travel, transportation, etc.)
• Create e-requisitions for travel and prepare TAs, submit and follow up with UNDP CO Travel Unit per the UNDP policies and procedures
• Prepare payment requests and submit them to CO. Ensure the accuracy of COA of all payment requests
• Prepare receipts in QUANTUM

Project administered timely and efficiently according to UNDP policies and procedures:

• Oversee the orderly maintenance of project premises, including furniture, space and equipment. Ensure that UNDP assets are properly marked
• Monitor leave of local and international project personnel, maintain updated and correct records and online systems
• Notify CO HR promptly on separation of project staff
• Monthly update of current assets sheet. Implement transfer of assets in close coordination with the CO Administrative Services Unit
• Implement security arrangements in the project premises under the supervision of the UNDP CO Security Team
• Maintain project supplies and initiate procurement of supplies as necessary
• Facilitate the periodic asset, inventory and supplies physical count by the Counting Teams
• Coordinate ICT support to project with the UNDP CO. Coordinate support with ICT helpdesk
• Maintain the filing system for the project.

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