Project Admin & Finance Associate

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Application deadline 4 months ago: Friday 2 Sep 2022 at 23:59 UTC

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This is a NPSA-6 contract. This kind of contract is known as National Personnel Services Agreement. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about NPSA-6 contracts.


The Spotlight Initiative is a global partnership between the United Nations (UN) and the European Union (EU) to eliminate all forms of violence against women and girls in support of the 2030 Agenda on Sustainable Development. It was launched in September 2017 by the UN Secretary - General and the EU High Representative and Vice President (HRVP). The 500 million Euro Initiative provides a model for partnerships with donors, civil society, and the UN to deliver on the SDGs in a comprehensive manner leveraging comparative expertise. SDG 5 and the achievement of gender equality are placed at the centre of efforts (alongside Goal 16) with the aim to provide an enabling environment for the implementation of all goals. Within the UN, the Initiative will operationalize the UN development system reforms and model a new way of delivering on the SDGs in an integrated way, leveraging collaborative advantages.

The Spotlight Initiative in Papua New Guinea will be implemented through four UN agencies: (UN Women, UNFPA, UNDP and UNICEF), with a focus on addressing intimate partner violence and domestic violence. It follows a transformative and evidence-based approach, addressing unequal power relations between men and women and focusing on gender equality and women’s empowerment. The overall vision of the Spotlight Initiative in PNG is that women and girls enjoy their right to a life free of violence, within an inclusive and gender equitable PNG. This contributes to implementation of PNG’s National Strategy to Prevent and Respond to Gender Based Violence (2016-2025), with attention to holistic prevention and responses to violence against women and girls.

The Spotlight Initiative is built around six pillars developed after an extensive global theory of change exercise. The pillars are: 1) Laws and Policies; 2) Institutions; 3) Prevention and Social Norms; 4) Services; 5) Data; and 6) Women’s movement. UNDP will work on Pillars 1,2,3,4 and 5. Among the six Pillars of Spotlight, Pillars 1, 2 and 5 will be primarily focused on a national and provincial level, whereas Pillars 3, 4, and 6 will have a national component, but will carry out activities at a provincial and district level. The Initiative will cover all four Regions of PNG, of which 11 provinces (out of 22 nationally) have been selected for targeted multi-sectoral actions.

Under overall guidance of the Assistant Resident Representative and the daily supervision of the Programme Specialist , the Project Admin & Finance Associate provides programme, administrative, logistical, financial and support services to the Spotlight Initiative team. The Programme Associate works in close collaboration with the Spotlight programme staff and UNDP Operations team, as required in resolving administrative and finance related issues and information exchanges. The Project Admin & Finance Associate identifies and helps resolve bottlenecks, clarifies and interprets procedures, and escalates complex programme and administrative issues as needed.

Duties and Responsibilities

The Project Admin and Finance Associate will be responsible for the following key functions;

a) Project Planning, Management support, and Annual Work Plan (AWP) formulation;

b) Project implementation in a timely and effective manner according to plans consistent with the Country Office Standard Operating Procedures (SOPs);

c) Project is administered according to the SOPs.

a) Project planning, Management support and Annual Work Plan (AWP) formulation:

  • Prepare inputs for the formulation of AWPs;
  • Provide inputs to detailed implementation plans;
  • Assist in the formulation of budgets;
  • Assist in the formulation of procurement and HR plans;
  • Assist in the revision of AWPs, periodic revisions of procurement/HR plans, ensuring that plans are updated in a timely manner and in close coordination with UNDP Country Office (Programme, HR and Procurement Teams);
  • Assist in arranging logistics, preparing agenda in consultation with related stakeholders for organizing workshops as and when required;
  • Assist in minutes taking for program/project meetings and in drafting research reports as required;

b) Project implemented timely and effective manner according to plans and in consistency with Country Office SOP:

  • Initiate procurement actions for ICs, goods, works and services and recruitment of positions according to HR and procurement plans. Prepare requests for recruitment and contracting in UNDP format and according to the Country Office Standard Operating Procedures, SOPs;
  • Compile supporting documents for procurement and recruitments processes and ensure that supporting documents are complete and in line with the SOPs;
  • Create e-requisitions in ATLAS/QUANTUM to initiate procurement processes, ensure the accuracy of Chart of Accounts (COAs) of the e-requisitions, follow up with senior management for approvals, and revise e-requisitions as necessary;
  • Promptly follow up with CO units on pending actions (Finance, procurement, recruitment, travel, transportation etc.)
  • Create e-requisitions for travel and prepare Tas, submit and follow up with UNDP CO Travel Unit in accordance with the SOPs
  • Prepare payment requests and submit to Country Office. Ensure accuracy of COA of all payment requests
  • Prepare receipts in ATLAS/QUANTUM ? ATLAS/QUANTUM profile as General User

c) Project administered timely and efficiently according to UNDP procedures:

  • Arrange work plan of drivers and supervise implementation. Ensure that vehicle logs are properly maintained
  • Oversee the orderly maintenance of project premises including furniture, space and equipment. Ensure that UNDP assets are properly marked;
  • Monitor leave of local and international project personnel, maintain updated and correct records and online systems;
  • Notify Country Office Human Ressources promptly on separation of project staff;
  • Monthly update the Current Assets sheet, implement the transfer of Assets in close coordination with the UNDP Country Office Administrative Services Unit;
  • Implement security arrangements in the project premises under supervision of UNDP Country Office Security Team;
  • Maintain project supplies and initiate procurement of supplies as necessary
  • Facilitate the periodic asset, inventory and supplies physical count by the Counting Teams
  • Coordinate ICT support to project with the UNDP CO. Coordinate support with ICT helpdesk
  • Maintain the filing system of the project;

d) Assist with any tasks as requested by the hiring manager



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

Thematic Area



Business Development

Knowledge Generation

Ability to research and turn information into useful knowledge relevant for content, or responsive to a stated need



Working with

Evidence and


Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions

and supporting decision-making

Administration and


Travel policy



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




Knowledge of accounting concepts, principles, frameworks,

standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations




Ability to support budgetary aspects of work planning process, drawing and management of team budgets.



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

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.

Relevant Years of 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


  • Must be a Papua New Guinea national
Added 5 months ago - Updated 4 months ago - Source: