Location:

Port Vila, Vanuatu
Salary:

negotiable / YEAR
Job type:

CONTRACTOR
Posted:

1 month ago
Category:

Budget and Accounting, Finance, Management and Strategy, Programme and Project Management
Deadline:

03/12/2024

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.

The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. The Fiji multi-country office covers ten countries including Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu as well as provides support to regional initiatives.

UNDP in the Pacific has developed its multi-country programme document (MCPD, 2023-2027) to guide its interventions in the next five years in full alignment and directly to contribute to the United Nations Sustainable Development Cooperation Framework (UNSDCF, 2023–27). The Office covers 10 countries in the Pacific with an extensive portfolio which has grown over time. The UNSDCF and UNDP MCPD are designed in full alignment with the 2030 agenda, Samoa Pathway, and 2050 Blue Content Strategy, which is endorsed by the Pacific Island Countries (PICs) among others. The UNDP Pacific Office next five-year plan strategic priorities are encapsulated under three outcome areas: (i) Planet, (ii) Prosperity, and (iii) Peace.

The Governance for Resilience (Gov4Res) Project works with Pacific governments to ensure that countries adapt their decision making and governance systems towards more resilient development. The projects theory of change rests on a core assumption that Pacific Island people will be more resilient to the impacts of climate change and disasters if countries manage all development through a risk informed approach. This is consistent with the Framework for Resilient Development in the Pacific which calls for the ‘mainstreaming’ of climate and disaster risk treating risk management as fundamental to all development decisions.

The Gov4Res Project three outcome areas to work with countries across the region to address these risks by development: 1) government planning and financing systems enable gender and socially inclusive risk-informed development; 2) country oversight and accountability systems require gender and socially inclusive risk-informed development; and 3) regional organisations, policies and practices are actively supporting gender and socially inclusive risk-informed development. UNDP is partnering with a range of partners to deliver this project across the Pacific including Australian Department of Foreign Affairs and Trade (DFAT), the New Zealand Ministry of Foreign Affairs and Trade (MFAT), Korea International Cooperation Agency (KOICA), Swedish International Development Cooperation Agency (SIDA) and United Kingdom Foreign, Commonwealth & Development Office (UK FCDO).

The Vanuatu Electoral Environment Project (VEEP)-Phase III project builds on previous electoral assistance to Vanuatu and its main objective is to further the democratic development of Vanuatu. The project will do this by further strengthening the Electoral Commission (EC) and the Vanuatu Electoral Office (VEO) to more effectively implement their mandate and ensure inclusive, transparent, and credible electoral processes and by improving the institutional environment and practice of democracy. Four outputs are proposed: (i) greater citizen awareness (especially among women and people with disabilities) of the role of elections; (ii) voter register is completed and improved; (iii) political parties operate within the legislated regulatory environment; and (iv) effective, and efficient electoral governance, with less reliance on external support. The project strategy is twofold: (i) to influence the institutional environment: the laws, rules, and regulations of the democratic processes; and (ii) to empower the agency of stakeholders: notably the Electoral Commission / VEO on one hand and individual citizens and civil society organisations on the other. VEEP III will support to the EC/VEO, to work in partnership with key stakeholders, including with civil society organisations, to improve voter education and to maintain trust in the electoral and broader democratic system.

Duties and Responsibilities

The Project Finance and Administrative Specialist will report to the Vanuatu Electoral Environment Project (VEEP) and Governance for Resilience (Gov4Res) Project Managers

The Project Administrative & Finance Specialist works in close collaboration with the PMU, CCR Unit, Programme/Operations staff in the UNDP Pacific Office in Fiji, UNDP Responsible Parties (RPs) and other UN Agencies, Government officials, technical advisors and experts, multi-lateral and bi-lateral donors.

Under the guidance and direct supervision of the Vanuatu Electoral Environment Project (VEEP) and Governance for Resilience (Gov4Res) Project Managers, the Project Finance and Administrative Specialist executes financial services ensuring effective and transparent utilization of financial resources and integrity of financial services. S/he will also provide leadership in implementation of administrative and procurement services in the project ensuring their effectiveness, transparency and integrity. The Project Finance and Administrative Specialist promotes a client-oriented approach consistent with UNDP rules and regulations.

The Project Finance and Administrative Specialist works in close collaboration with the Project teams and Programme/Operations staff in the MCO for resolving administrative and finance-related issues and exchange of information.

Summary of Functions:

Provision of administrative services and implementation of operational strategies focusing on achievement of the following results:

Support full compliance of procurement activities with UNDP rules, regulations, policies and strategies in the implementation of the projects;
Implement and guide on contract management within the project, constantly guided by legal framework of the organization and assessing/minimizing all forms of risks in procurement;
Prepare procurement plans for the project, upload in UNDP’s Corporate ERP system (Quantum) and regularly monitor their implementation;
Support in preparing procurement documents such as of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals; their evaluation and support the negotiation of certain conditions of contracts as may be required;
Manage reporting requirements to Project Management on delivery of procurement services and goods;
Prepare Purchase Orders and contracts under UNDP Corporate ERP system (Quantum);
Evaluate offers and make recommendations for the finalization of purchases and the award of contracts; analyze and evaluate commodity tender results;
With support from the Fiji MCO Procurement Team, prepare the submission and response to the Contract, Asset and Procurement (CAP) or Advisory Committee on Procurement (ACP) committee for project-related procurement.

Ensures management of project finance and budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

Guide the Project Manager in day-to-day management and oversight of project finance activities;
Contribute to the preparation of documents for use in the formulation of the work plans, progress reports, and periodic reviews with government counterparts and project partners;
Update work plans and budgets in the UNDP Corporate ERP system (Quantum)
Ensure timely preparation and submission of payment requests from project partners and consultants to Finance;
Guide with monitoring of project budget implementation/expenditures;
Advise and support in the development of contacts with national and provincial government institutions and authorities, NGOs, civil society organizations, and resource persons on project matters and maintain and regularly update the contact database as needed;
Provide necessary support to the Project Manager and project staff with complete administrative services;
Responsible for administrative and logistical support to organization of events, workshops, and missions;
Facilitate in the preparation of agendas, prepare minutes and circulate to stakeholders to include arrangements for different project related meetings;
Prepare reports, memos, letters, presentation and other documents, using word processing, spreadsheet, MS project, MS power point, database, among others.
Facilitate in organizing project-related meetings and sessions with various stakeholders

Contributes to knowledge building and sharing, focusing on the achievement of the following results:

Disseminate project reports and respond to queries from concerned stakeholders;
Support in carrying out regular announced and unannounced spot inspections on project partners.Ensure partners’ requests for information and materials are provided in a timely manner;
Facilitate in the establishment and strengthen of knowledge networks and organize knowledge sharing sessions.
Compile success stories in particular from that have addressed key development challenges on conservation and protected area in the country;
Contribute to knowledge networks and communities of practice.

Build strategic partnerships at project level

Be familiar with the activities of other development projects in the sector/area, establish contact and keep up-to date with their work;
Create and maintain partnerships with local institutions, private sector in project target areas

Maintenance and archiving of project documentation and management of project assets

Ensure all project related documentation are properly maintained in hard and electronic copies to include project document, correspondence, reports and other materials ensuring safekeeping of confidential materials by following the established filing and archiving standards and procedures for the office
Ensure proper assets management, monitoring, recording and disposal;

Perform other duties within the functional profile as assigned and deemed necessary for the efficient functioning of the office.

Competencies

Core competencies:

Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact
Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems
Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences
Adapt with Agility: LEVEL 3: Proactively initiate and champion change, manage multiple competing demands
Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results
Engage and Partner: LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration
Enable Diversity and Inclusion: LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity

Cross Functional and Technical competencies:

Administration & Operations

Documents and records management. Overall document (hard or electronic) management.
registry and retention policy including storing and archiving

Procurement

Contract management. Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Finance

Financial reporting and analysis. Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance
Financial planning and budgeting. Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting,

Business Direction and Strategy

Business Acumen. Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome Ability to make good judgments and quick decisions within such frameworks Knowledge and understanding of the operational frameworks in the organization
System Thinking. Ability to use objective 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

Business Management

Resource Management. Allocate and use resources in a strategic or tactical way in line with business needs and priorities and principles of accountability and integrity

Required Skills and Experience

Education:

A professional accounting qualification from an internationally accredited institute of accountancy, and/or Advanced (Masters) University Degree in Finance and/or Accounting is required.
A first-level university degree (bachelor’s degree) in the areas mentioned above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree
Candidates with professional accounting qualifications from an internationally accredited institute of accountancy will have a distinct advantage.
Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete the Finance Training and Certification Programme (FTCP), if recruited.
Candidates satisfying the two above criteria are exempted from undertaking the UNDP Advanced Accountancy and Finance Test (AAFT).
Candidates with MBA or master’s in finance with no accountancy qualification but with relevant experience must successfully undertake the UNDP Advanced Accountancy and Finance Test (AAFT) to be eligible for shortlisting.

Experience:

Minimum of five (5) years (with a Master’s degree) or seven (7) years (with a Bachelor’s degree) of progressive relevant experience in the area of resource management of programme projects and/or financial reporting in UNDP/UN Agency or an international development agency.
In depth knowledge of the ERP Financials, Peoplesoft and any other corporate tools such as Hyperion and PowerBi.
Demonstrated knowledge and experience in the usage of computers and office software packages (MS Word, Excel, etc.) and working knowledge of spreadsheet and database packages, as well as experience in the handling of web-based management systems.
Experience and strong understanding of the Finance and Accounting policies of UN and/or UNDP is an asset.
Demonstrated experience in financial audit and assurance process of programme projects is an asset.
Work experience in developing countries.
Demonstrated experience in financial management and oversight, including managing multi-donor budgets and meeting donor reporting requirements.
Experience from previous UN assignments and/or multilateral and bi-lateral aid organizations would be an asset.
Experience in the financial management of implementing partners and responsible parties.
Demonstrated experience of work in various aspects of administration including general administrative, procurement and human resources.
Experience in development of learning and training materials for finance, project management and implementing partners.
Demonstrated extensive experience in developing grant budget proposals, estimation and costing of detailed budgets of development projects.

Required languages:

Fluency in English is required.
Working knowledge of another UN language is an asset.

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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Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements

This job has expired.