Project Administrative Associate

Contract

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.

Background

UNDP is the UN’s global development organization that supports countries around the world in their efforts to successfully address diverse development challenges, framed around three broad settings which require different forms of support: eradicating poverty in all its forms and dimensions; accelerating structural transformations for sustainable development; and building resilience to crises and shocks. In Fiji, UNDP is supporting the government and national partners in finding innovative solutions to these challenges.

To contain COVID 19, a number of measures were introduced by Pacific Governments ranging from broader closures, lockdowns, travel restrictions along with other national policy and fiscal measures to address the socio-economic impacts of the COVID-19 response. While the impacts of COVID 19 in the Pacific have not been through direct health effects1 , the impacts instead have been caused by measures put in place to mitigate (health effects of) COVID-19 and through impacts on the economies of major trade partners. Generally, the main pathways of impact2 experienced by the Pacific from the COVID-19 pandemic have been:

1. Border closures, which have affected tourism industry-related activities in particular.
2. Shift in demand for commodity exports;
3. Supply chain disruptions and
4. Disruptions to remittances, especially where lockdowns and restrictions have affected employment in countries where migrants are located.

To assist Pacific countries in their development and implementation of border re-opening strategies and safe travel corridors, UNDP Project for Strengthening Border Control Capacity for the COVID-19 Crisis (IBM Project), working closely with IOM and UNCTAD, supporta Fiji, Palau and Vanuatu, their respective border agencies, and COVID 19 sectoral task forces with:

• measures to support business continuity and front-line border agencies,
• measures to facilitate safe cross-border travel and trade through enhanced use of risk management in the reception and processing of travellers and goods,
• measures to increase internal and external border agency collaboration and
• measures to facilitate regional cooperation and shared understanding of protocols and procedures in coordinating public health measures and smooth operation of global supply chains.

With financial and technical support from Japan, the project supports the practical implementation of global and regional standards relevant to border re-opening and public health risk management, along with assistance to develop and implement inter-agency, bilateral and regional agreements and governance mechanisms to enhance and support these.

Under direct supervision of the IBM Project Manager, the Project Administrative Associate provides execution of services in the IBM Project, supports the design, planning and management of the annual workplans by managing data and facilitating programme implementation. The Project Administrative Associate supports Project Manager in ensuring that project’s tasks and activities are implemented in accordance with UNDP rules and CO procedures.

Duties and Responsibilities

Scope of Work

1. Administrative Assistance in the Project
2. Financial Assistance
3. Operations/Procurement
4. Support to other activities of the Project

Expected Outputs and Deliverables

1. Administrative Assistance

• Perform administrative support functions to facilitate the implementation of the project activities, including personnel matters, attendance records, facilitating missions, office maintenance, reception/registry.
• Assure smooth operational running of the project by following established operational rules and procedures, including preparation of the supporting documentation for contracts, grant agreements and payments.
• Contribute to the project annual and detailed implementation work plans, procurement plans and reports preparation in quality and timely manner based on the requirements of the UNDP and a donor.
• Facilitate project recruitments and personnel management; Keep updated Attendance Record Cards of the project; Assure timely and accurate preparation and submission of the documents for selection processes and contract extensions. Provide support with advertisements of vacancies in mass media, participate in candidates’ interview as interview secretary and consolidate the minutes of panel members.
• Participate in data collection, analysis and maintenance of project related database and files such as Memo, Contracts, reports, evaluations and correspondence; Keep accurate electronic and paper filing, information and records systems.
• Participate in project activities (meetings, round tables, conferences, other public activities); preparation, implementation and follow up, take meeting minutes etc.
• Provide logistical support, including travel arrangements, accommodation, visas, tickets, etc. to the project staff.
• Facilitate and provide full support to project monitoring, evaluation, and audit missions, as well as missions of experts.
• Keep updated project inventory and assure that UNDP regulations on the equipment use, storage and proper maintenance are adhered. Assure that the project equipment transfer/disposal is being done in accordance with UNDP rules.
• Maintain contacts with relevant partners on a variety of the programme component related issues.
• In coordination with Project Finance Associate, liaise with UNDP Operations on a variety of the operations related issues: procurement, financial management and human resources.
• Maintain stationery and office supplies, purchase office equipment when needed.

• Perform other duties as assigned by the Project Manager

  2. Financial Assistance (in close consultation and coordination with Project Finance Associate)

• Support day-to-day management of the project financial operations in accordance with UNDP rules and regulations and relevant SOPs.

• Support preparations of accurate budget revisions.
• Prepare requests for financial authorization to UNDP CO in accordance with the approved project budget.
• Support preparation of accurate financial reports, including monthly and quarterly disbursement reports and financial reports for donor
• Monitor expenditures and support drafting of financial reports and forecasts.

• Assist project management in preparation/revision of Project Implementation Plan.

  3. Operations/Procurement (in close coordination with Finance Associate)

• Facilitate the process of procurement and delivery of goods and services through tender/canvas processes in accordance with SOP.

• Support to organization of procurement processes including vendor creation, e-requisitions etc.

4. Support to other activities of the Project

• Support the preparation of analysis, infographics, presentations on project budget planning, forecast and delivery.
• Maintaining project information calendar in MS Teams.
• Assists in meetings, drafts minutes and correspondence as requested.
• Perform other duties as assigned by the Project Manager.

Competencies

Core****Achieve Results:LEVEL 1: Plans and monitors own work, pays attentionto details, deliver quality work by deadlineThink Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes, asks improvements.Learn Continuously:LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedbackAdapt with Agility:LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexibleAct with Determination:LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confidentEngage and Partner:LEVEL1: Demonstrates compassion/understanding towards others, forms positive relationshipsEnable Diversity and Inclusion:LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.Cross-Functional & Technical Competencies****Thematic Area****Name****DefinitionBusiness ManagementCommunicationAbility to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audienceBusiness ManagementCustomer Satisfaction/Client ManagementAbility to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.Administration & OperationsDocuments and records managementOverall document (hard or electronic) management; registry and retention policy including storing and archivingAdministration & OperationsEvents management (including retreats, trainings and meetings)Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Required Skills and Experience

Min. Academic EducationBachelor’s degree in Accounting/ Finance, Business Studies, Public Administration and Management, or other related fieldsMin. years of relevant Work experienceThree (3) years of work experience in relevant professional area with a Bachelor’s degree.Required skills and competencies1. Practical experience of working in the field of administration, finance, programme/project support or other relevant fields 2. Experience in working in a computer environment using multiple office software packages, experience in ATLAS an advantage

Desired additional skills and competencies1. Working experience within UNDP or another UN agency is an asset. 2. Experience of working in international organizations/projects will be considered as an advantage. 3. Experience in organising logistics for regional events will be an added advantage

Required Language(s) (at working level)Fluency of English language is mandatory