Background
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, 2023โ27). 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.
Resilience is one of UNDPโs six signature solutions โ alongside poverty and inequality, environment, energy, governance, and gender equality - to support countries towards three directions of change: structural transformation, leaving no one behind and resilience. As per UNDPโs new Strategic Plan 2022- 2025, and the new MCPD (2023-2027), UNDP Pacific office aims to supporting countries and communities in building resilience to diverse shocks and crises, including conflict, climate change, disasters and epidemics.
Tuvalu is the fourth smallest nation in the world. It comprises of nine inhabited islands with a population of around 11,000. The total land area is 26 km2. Funafuti atoll, where the national capital is located, is home to about half of the population. With the average elevation of 1.83m, Tuvalu is one of the most vulnerable countries in the world to the impacts of climate change, particularly to projected sea-level rise and increases in the severity of cyclones.
The Tuvalu Coastal Adaptation Project (TCAP), financed by the Green Climate Fund (GCF), will enable the Government of Tuvalu (GoT) to implement measures that are urgently required to reduce the impact of increasingly intensive wave action on key infrastructure as a result of climate change induced sea-level rise. The primary focus of the project is to put in place robust coastal protection measures in the three islands of Funafuti, Nanumea and Nanumaga; and by building institutional and community-level capacities to prepare for the impact of increasingly intensive wave actions and intensifying extreme events in the country. The project was approved in June 2016 and commenced properly in September 2017 and will end in December 2025.
The project has an established Programme Management Unit (PMU) in Funafuti, Tuvalu with national and international professionals supporting the project and coordination with the relevant stakeholders.
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Duties and Responsibilities
The Project Administration & Finance Specialist will report to the TCAP and TCAPII Project Coordinator and Project Manager The Project Administration & Finance Specialist works in close collaboration with the PMU, RCC 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 International Team Leader and Project Manager of TCAP and TCAPII, the Project Administration & Finance 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 Administration & Finance Specialist promotes a client-oriented approach consistent with UNDP rules and regulations.
The Project Administration & Finance 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.
Ensure Administration and implementation of operational strategies focusing on achievement of the following results:
Ensure 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 UNDPโs 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 administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:
Collaborate to the Project coordinator and Project Manager in day-to-day management and oversight of project activities; Prepare 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; Monitor project budget implementation/expenditures; Contribute to 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 coordinator and ย Project Manager and project staff with complete administrative services; Responsible for administrative and logistical support to organization of events, workshops, and missions; Prepare 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. Organize project-related meetings and sessions with various stakeholdersLead 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 partnersโ 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.Lead partnerships activities 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 areasEnsure 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.
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Competencies
Core Competencies
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Cross- Functional Competencies & Technical Competencies
Administration & Operations
Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archivingFinance
Contributions management: Ability to receive, record, report and manage contributions received 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 performanceBusiness 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 systemBusiness 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 integrityRequired 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. Or a first-level university degree (bachelorโs degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.ย 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 (05) years (with a masterโs degree) or seven (07) years (with a bachelorโs degree) of progressive relevant experience in the area of resource management of programme projects and financial reporting. Strong understanding of ย the Finance and Accounting policiesย 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. Excellent interpersonal and communication skills.ย 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.ย 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. Ability to work independently, take initiative, proactive, reliable and impartial. Ability to make a sound analysis of the situation, assess likely risks and develop possible solutions.Required Languages:ย
Fluency in English requiredEqual opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย 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.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
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