Project Admin & Finance Associate (Sustainable Finance Of Papua New Guinea’S Protected Area Network- Global Environment Facility 6) Npsa 6

UNDP

Background

The project, Sustainable Finance of Papua New Guinea’s Protected Area Network, will extend Government of Papua New Guinea’s (PNG) ability to fulfil its protected area mandate and implement the Protected Area Policy:

(i) secure stable and long-term financial resources for the management of protected areas across the country;

(ii) ensure that these financial resources are allocated to contribute to improving effectiveness of the management of the protected areas across the country; and

(iii) ensure that they are managed cost-effectively and efficiently with respect to their conservation and other complementary development objectives.

In recognition of this need, the project will assist with the development of a diversified mix of conventional and innovative funding sources and consolidate revenues to finance the ongoing costs of establishing and managing protected areas and assist the Government to establish a Biodiversity Fund – that will be built on a secure, accountable and transparent financial mechanism, for receiving, administering and disbursing funds. The project will, therefore, result in a system that will provide catalytic and long-term financial support that will lead to stable ecosystems (both within and outside of protected areas), coupled with the social transformations to make that happen (including transforming institutions to become supporters/facilitators of that process, and the establishment of long-term partnerships).

UNDP will be recruiting a Project Admin & Finance Associate (PAFA) to be responsible for the overall procurement and administration of the project to support the Conservation and Environment Protection Authority in implementing the SFPNGPAN project.

Duties and Responsibilities

The Project Admin & Finance Associate under the guidance and direct supervision of the Project Manager will provide leadership in implementation of administrative and procurement services in the project ensuring their effectiveness, transparency and integrity. The Project Associate promotes a client-focused, quality and results-orients approach in the Project Management Unit.

The PAFA works closely with the project teams as well as with CO and regional office for resolving complex procurement-related issues and implementation delivery.

1. Administration 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 GEF projects;

• Implement and guidance on contract management within the project, constantly guided by legal framework of the organization and assessing/minimizing all forms of risks in procurement;

• Prepare of procurement plans for GEF project 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;

• With a Buyers profile in Atlas, prepare Purchase Orders and contracts;

• 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 CO 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.

2. Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:

• Assist the Project Manager in day-to-day management and oversight of project activities;

• Assists in 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 (Atlas)

• Ensure timely preparation and submission of payment requests from project partners and consultants to Finance;

• Assist with monitoring of project budget implementation/expenditures;

• Assists in the development of contacts with national and provincial government institutions and authorities, NGOs, civil society organizations, and resource persons on project matters;

• Provide necessary support to the Project Manager and project staff with complete administrative services;

• 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;

• Responsible for administrative and logistical support to organization of events, workshops, and missions;

• Assist 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.

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

• Disseminate project reports and respond to queries from concerned stakeholders;

• Assist in carrying regular announced and unannounced spot checks to project partners

• Ensure partners’ requests for information and materials are provided in a timely manner;

• Assist with 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.

Competencies

Core

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 (insert up to 7 competencies)

Thematic Area	Name	Definition
Business Development	Knowledge Generation	Ability to research and turn information into useful knowledge relevant for content, or responsive to a stated need
Business Management	Working with Evidence and Data	Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making
Administration and Operations	Travel policy and procedures	Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel- related matter
Finance	Accounting (General)	Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations
Finance	Budget Management	Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
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.
Finance	Management and cost accounting	Ability to produce periodic qualitative and quantitative performance reports to facilitate effective decision making and performance monitoring. Ability to use a range of costing techniques and analyse cost related data to provide quantitative information to the users of reports.

Required Skills and Experience

Min. Education requirements	Secondary education with specialize certificate in admin/finance. Bachelor’s degree or equivalent in Business Administration, Public Administration, Human Resources, Finance and related fields is desirable.
Min. years of relevant work experience	Minimum of 6 years with Secondary Education or 3 years with a Bachelors Degree of relevant working experience in programme development, project management, Administration and Finance in private sector, and with national or international organizations; Experience in project cycle management in the public or private sector or international organizations; Microsoft Office, Windows-based applications, integrated web-based management systems, spreadsheets and databases; Experience in managing data, documents, correspondence and reports information and workflow.
Required skills	Ability to make new and useful ideas of work Ability to persuade others to follow Ability to improve performance and satisfaction Ability to listen, adapt, persuade, and transform Ability to get things done while exercising good judgement
Desired skills in addition to the competencies covered in the Competencies section	Understands the main processes and methods of work regarding to the position Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks Identifies new and better approaches to work processes and incorporates same in own work Strives to keep job knowledge up-to-date through self-directed study and other means of learning Demonstrates good knowledge of information technology and applies it in work assignments
Required Language(s)	Proficiency in English.
Professional Certificates	If required for specific services. For example: ACCA, CIPS, CISCO, etc.
Nationality	Applicant must be a PNG national

Additonal Notes:

Please upload your updated CV
Female candidates are encouraged to apply