Project Operations Officer (NPSA9)

  • Location:
  • Salary:
  • Job type:
  • Posted:
    3 weeks ago
  • Category:
  • Deadline:
    November 29, 2022


Job Description

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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 project, “Adaptation to Climate Change in the Coastal Zone of Vanuatu – Phase II” (VCAP-II) , financed by the Global is expected to commenced in November 2022.
The objective of V-CAP II1 is to improve the resilience of the vulnerable areas and communities therein to the impacts of climate change through the conservation of biodiversity and natural ecosystems and the implementation of integrated approaches in order to sustain livelihoods, food production, and ensure biodiversity conservation and reduce land degradation by building on the lessons learned from the first phase project (V-CAP I).
V-CAP II will work to ensure improved management of critical island ecosystems to support better informed integrated management of land and coastal areas to achieve the co-benefits to strengthen resilience to climate change and achieve social and biodiversity conservation outcomes. In addition, the project will work to build upon the current government decentralization initiative by developing capacity at the Area Council levels to mainstream action for biodiversity conservation and climate change adaption at the Provincial and National levels. The project will be implemented in 6 provinces working very closely with Area Councils and other key government stakeholders.
VCAP-II Project Components:
  • Component 1: Integrated community approaches to natural resource management and climate change adaptation developed and implemented
  • Component 2: Information and early warning systems on coastal hazards
  • Component 3: Climate Change and Natural Resource Management Governance
  • Component 4: Knowledge Management and Lessons Sharing
This 6-years- project will be implemented by the Ministry of Climate Change Adaptation, Meteorology, Geo-Hazards, Environment, Energy and Disaster Management (MCCAMGEEDM), under the Government of Vanuatu.
Duties and Responsibilities
The Operations Officer will be expected to report to the Project Manager and ensure timely operational updates are provided to the Director of Climate Change, Director of Environment and Director of Meteorology as and when needed. The Operations Officer will also be working very closely with UNDP RSD Financial Team.
The following key function and results will be the main scope of work of the Project Officer:

Promote efficiency and increase performance of the Project Management Unit (PMU):

  • Oversee the direct daily operational (administrative and financial) processes and procedures of PMU Report to and assist Project Manager in daily operational tasks
  • Train staff in policies and procedures (HR, Finance and Procurement) and ensure compliance
  • Work with Project Management to facilitate performance review of staff
  • Implement improved operational measures and policies that promotes efficiency

Administration and implementation of financial services for the project:

  • Work with the Project Team in planning, formulating, and tracking of the project funds;
  • Ensure all project expenditures fully comply with UNDP and GEF rules and regulations on financial processes, financial records, reports, spot checks, and audits, and ensuring an internal control framework is in place;
  • Ensure full compliance with Government Treasury rules and regulations on financial processes, financial records and reporting to UNDP
  • Track project delivery through UNDP ATLAS and other financial tools within Government Treasury;
  • Ensure consistency in reporting of advance and acquittals between Government Treasury and UNDP
  • Maintain an Activity-based expenditure table to monitor expenditure on a real-time basis; ensure that the expenditures are in line with the approved Annual Work Plan;
  • Carry out an analysis, as needed, on the expenditure projection based on the deviation of the actual expenditures from the AWP and keep the members of the PMU, Government and UNDP informed of the risk of under-delivery;
  • Provide the information/reports on the financial/accounting situation of the project and propose solutions to improve the situation;
  • Oversee that the financial/accounting data is accurate in UNDP Atlas and Government Treasury systems and take timely corrective actions on erroneous data;
  • Accuracy verification of UNDP’s Combined Delivery Reports (CDR) and FACE form acquittals;
  • Provision of necessary financial reports and analyses for donor reporting;
  • Verification and reconciliation of various expenditures reports from the Responsible Party(ies);
  • Preparing payment requests and processes vouchers both for UNDP and Government Treasury as requested by the project.
  • Monitor project asset purchasing and recording

Facilitation of knowledge building and knowledge sharing on operational management:

  • Advice to Project staff on budgetary issues;
  • Synthesize lessons learned and best practices in project operation – finance, HR and procurement;

Coordinate and facilitate procurement activities of the project to ensure efficient programme support:

  • Ensure compliance to UNDP and Vanuatu government procurement rules, regulations and policies including source strategy, suppliers’ evaluation and selection, quality management, customer relationship management and performance measurement
  • Provide guidance to the project units to prepare procurement plan
  • Maintain close collaboration with the vendors to ensure best value for money

Provide Human Resources Management Support to ensure efficient personnel management:

  • Coordinate the recruitment process of project staff
  • Ensure project compliance with UNDP and Vanuatu Government corporate human resources management policies, procedures and strategies and facilitate performance management
  • Ensure HR contract management
  • Ensure Human Resources Development activities of the project

Core Competencies:

  • Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
  • Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
  • Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
  • Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
  • Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
  • Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
  • Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

Cross-Functional & Technical competencies:

Business Management

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

Business Management

  • Partnerships Management: Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies

Business Management

  • Resource Management: Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity

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

Business Direction & Strategy

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

2030 Agenda: Planet

  • Nature, Climate and Energy: Climate Change Adaptation: coastal resilience

External Relations & Advocacy (Partnership management)

  • Relationship management: Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding
Required Skills and Experience
  • Bachelor’s or Master’s degree in Accounting or Financial Management or Business Administration or related field
  • Bachelors with minimum 4 years OR Masters with 2 years of works experience in the related field of financial management
  • Experience working with the Government Treasury in Vanuatu and has a good working knowledge of the Government Financial Systems
  • Experience working on Donor funded project as a Financial and/or Operational Manager
  • Experience working with key Council of Regional Organisations (CROP) in the Pacific /Regional Agencies, e.g. Pacific Community (SPC), Pacific Regional Environment Programme (SPREP), Food and Agriculture Organization (FAO), United Nation Development Programme (UNDP), and also an understanding of their Financial System

Language Requirements:

  • Proficiency in English with Bislama as an added advantage

Professional Certificates:

  • Professional accounting certificate, e.g. CPA/CFA or equivalent is an advantage


  • Duty is station is PMU Office, Port Vila, Vanuatu, with expected frequent travel to the project sites – Epi, Santo, Maewo, Tanna and Futuna, Ambrym, Torres and Mota.

Note: This position is open for Vanuatu nationals only 

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.
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