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Project Administration Assistant Suva

Suva
2021-05-14 23:40:54
Project Administration Assistant Suva
Background

The United Nations Development Programme (UNDP) and the United Nations Capital Development Fund (UNCDF) jointly administer the Pacific Financial Inclusion Programme (PFIP). The second phase of PFIP ends by June 2021 and its final year this programme has provided the launching pad for multiple new joint initiatives for UNCDF and UNDP, such as the Pacific Digital Economy Programme (PDEP), the Pacific Insurance and Climate Adaptation Programme (PICAP) and the Global Fund for Coral Reefs (GFCR). These are all joint initiatives between UNDP and UNCDF, in addition to other participating UN agencies, such as UNCTAD, UNU and UNEP. In light of the UN reform and its emphasis on joint programming these are prime examples of how UNCDF and UNDP are positioning themselves in the Pacific region as the go-to UN agencies for innovations in blended finance and digital solutions. Besides these, programmes also show a strong fit with some of the key strategic focus areas of UNDP’s SIDS offer... (e.g. Blue Economy, Digital Economy, Innovative Financing).

Duties and Responsibilities

Summary Of Key Functions
• Support to the effective functioning of the joint programmes
• Assist in the administration and implementation of operational and financial services for the programmes.
• Provide administrative support and assistance to the programme teams.
• Contribute to knowledge building and knowledge sharing.

Support to the effective functioning of the programmes
• Track team requests and inquiries and ensure that they are resolved.
• Prepare documentation for meetings and prepare minutes, and track follow up.
• Logistical support to the management, donor, investment, and project steering committee meetings

Assist in the administration and implementation of operational and financial services for the programmes
• Assist in processing of staff/workshop participants travel and payments in line with financial procedures.
• Ensure full compliance of the project with UNDP/ UNCDF rules and regulations on financial processes, financial records, reports and audit as well as effective and the internal controls frameworks;
• Track project delivery through ATLAS and other tools;
• 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;
• Oversee that the financial/accounting data is accurate in Atlas and take timely corrective actions on erroneous data;
• 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
• Create requisitions and facilitate payments to vendors and grantees via Atlas
• Assist in travel reimbursement for staff, monitoring submission of reports and payment
• Arrange and assist in the procurement of equipment and office in consultation with the Joint Operations Centre
• Assist with the vendor profile update for new vendors
• Preparation of documentations for GSSU submission

Provide administrative support and assistance to the programme teams
• Maintain documentation in electronic and/or hard copy format (including financial records such as supporting documents for vouchers and POs), according to UNDP & UNCDF policies and guidelines;
• Maintains and regularly updates project counterpart contacts database;
• Review and compile necessary documentations during procurement process, in support of the Procurement Associate;
• Review and verifies invoices and common services expenses charged to the individual prog budget (rent, utilities, phone, miscellaneous);
• Organize project-related meetings;
• Provide communication support (electronic and hard copy correspondence, etc) to all PMU staff.
• Manage and monitor the timely receipt of partner reports.
• Maintain the Programme Support teams shared drive so that information is updated and may be readily identified and accessed
• Manage all travel and logistical arrangements for staff and for visiting missions and in obtaining visas for staff and consultants traveling to the field.
• Maintain both paper and electronic files for all grantees, activities and research.
• Create, and manage contact database.
• Represent the programme at staff meetings.
• Manage and monitor attendance and leave reports and CTOs

Participate in knowledge building and knowledge sharing.
• Dissemination of information on the Unit activities to UN agencies, donors, & development partners
• Coordinate post-production work for publications
• Maintaining knowledge management database
• Liaison with other regional Centers, UNCDF and UNDP country offices and development partners

Impact of Results

Efficient, reliable, and proactive support of the programme Support teams is necessary for the successful implementation of the 2 programme. Timely procurement and delivery of all inputs will ensure successful financial delivery of the programme. Should these two new programmes achieve its objectives, the Program Assistant will have helped towards significant contribution towards the programme achieving its outcome of serving low-income clients in the South Pacific.

Competencies

Functional Competencies
• Promoting Organizational Learning and Knowledge Sharing
• Researches best practices and poses new, more effective ways of doing things
• Identifies and communicates opportunities to promote learning and knowledge sharing

Job Knowledge/Technical Expertise
• Understands the main processes and methods of work regarding to the position
• Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (broad range of specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting).
• Analyzes general information and selects materials in support of partnership building initiatives
• 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

Promoting Organizational Change and Development
• Documents ‘best practices’ in organizational change and development within and outside the UN system
• Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems
• Uses information/databases/other management systems
• Makes recommendations related to work procedures and implementation of management systems

Client Orientation
• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Responds to client needs promptly

Promoting Accountability and Results-Based Management
• Gathers and disseminates information on best practice in accountability and results-based management systems
• Maintains databases

Core Competencies
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating teamwork
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills And Experience

Education and Experience: Secondary School Education with 5 years of progressively responsible administrative/procurement/ finance experience is required at the national or international level.

Prior or current experience in coordinating is desirable Or Degree in Management, Administration, Economics, Procurement, or related disciple with 3 years of progressively responsible administrative/procurement and finance experience is required at the national or international level.

Computer Skills: Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web based management systems.

Language Requirements: Fluency in spoken and written English

Disclaimer

Important applicant information

All posts in this categories are subject to local recruitment.

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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NPSA Scale NPA 3
Suva Fiji
Project Administration Assistant Suva UNDP Suva
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