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.
Required Skills and Experience