Project Associate- SECSIP III

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Application deadline 1 year ago: Wednesday 26 Oct 2022 at 23:59 UTC

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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

The UNDP “Strengthening the Electoral Cycle in the Solomon Islands Project” (SECSIP) provides electoral assistance to the Solomon Islands Electoral Commission (SIEC) and other national institutions throughout the electoral cycle (pre-election; elections/polling and post-election) for the conduct of inclusive and credible electoral processes. Since 2013 SECSIP has provided technical assistance for the planning and implementation of two national general elections (2014, 2019) and for parliamentary and provincial by-elections. SECSIP phase I and SECSIP phase II were supported by the EEU, Government of Australia and UNDP.

SECSIP III continues to sustainably strengthen the capacities of key electoral institutions to deliver credible elections. This includes the provision of project support to the SIEC (Solomon Islands Electoral Commission) and its Electoral Office (the administrative body responsible for managing electoral activities) to deliver the next electoral cycle events (including provision of assistance to a new voter registration campaign and the preparation of national and subnational elections).

The project continues building synergies and strategic partnerships with a range of national stakeholders from government and civil society to ensure that an enabling environment for credible and inclusive elections is created. Accordingly, SECSIP III supports longer-term electoral law reforms through specific bodies such as the Task Force on Electoral Reform. In addition to core electoral support, SECSIP III contributes to the design and implementation of actions to enhance social inclusion with a particular focus on the promotion of women’s leadership and decision-making.

Within the scope of SECSIP III, UNDP is seeking to engage a project associate. Under the guidance and supervision of SECSIP III CTA/Project Manager and in liaison with SECSIP III team, the project associate, will work in close collaboration with the UNDP Country Office and project’s staff on the implementation of the SECSIP III annual workplan and budget in compliance with UNDP and donors’ requirements.

SECSIP III is currently being funded by the Government of Australia and UNDP.

Duties and Responsibilities

3. Scope of Work

Under the supervision of the UNDP Solomon Islands Strengthening the Electoral Cycle Solomon Islands Project (SECSIP III) Chief Technical Advisor/Project Manager, the Project Associate will work with the SECSIP III Coordinator and staff to ensure effective implementation of the SECSIP III annual workplan and budget in line with the duties and responsibilities outlined below: -

3.1 Support to Management –

Provides support for the administration and implementation of project activities focusing on achievement of the following results:

  • Undertake administrative, logistical, travel, procurement, financial and asset management tasks in full compliance with UNDP rules, regulations and policies.
  • Provide support to procure goods and services required by the project, in liaison with the relevant staff and units of UNDP Country Office.
  • Provide administrative support in arranging project related meetings for the Project Board, Technical Advisory Committee and other when needed.
  • Participate in the preparation of work plans, operation plans and procurement plans and periodical reviews thereof.
  • Provide support in quality control of project activities, including assessing impact and effectiveness, tracking outputs and results, and ensure timely and efficient delivery.
  • Maintain an appropriate filing system documenting the implementation of approved work-plan activities.
  • Provide general secretarial and administrative assistance to the project management in close liaison with UNDP teams.

3.2 Support to Finance –

Provide general financial support to the project, focusing on achievement of the following results:

  • Assist project team in drafting quarterly and yearly project progress reports concerning financial issues.
  • Assist project management in performing budget cycle: planning, preparation, revisions, and budget execution.
  • Provide assistance to partner agencies involved in project activities, performing and monitoring financial aspects to ensure compliance with budgeted costs in line with UNDP policies and procedures.
  • Monitor project expenditures to be reflected in shadow budget and ensuring that no expenditure is incurred before it has been authorized.
  • Perform preparatory work for mandatory and general budget revisions, annual physical inventory, auditing; and assist external evaluators in fulfilling their mission.
  • Prepare all outputs in accordance with the UNDP administrative and financial office guidance.
  • Ensure that all project financial activities are carried out on schedule and within budget to achieve the project outputs.
  • Perform all other financial related duties, upon request.

3.3 Administrative Support –

Provide general administrative support to the project, focusing on achievement of the following results:

  • Ensure that UNDP procurement rules are followed during procurement activities that are carried out by the project and maintain responsibility for the inventory of the project assets.
  • Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation, in cooperation with the UNDP Operations Unit.
  • Organization of workshops, conferences, retreats.
  • Take own initiative and perform daily work in compliance with annual work schedules.
  • Coordination of surveys, DSA, travel agencies, organization of common services and other administrative surveys,
  • Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.

3.4 Information management assistance

Provides assistance to enable timely information gathering and research focusing on achievement of the following results:

  • Monitor the news and prepare of brief synopsis of relevant news items.
  • Assist in undertaking information gathering and basic research for use in briefings and background papers.
  • Assist in updating matrices to map activities of stakeholders and assistance providers for improved coordination.
  • Compile, organize and file of information and documents for reference and use by team members.

Competencies

Core

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

Name

Definition

Business Direction & Strategy

Effective Decision Making

  • Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources

Business Direction & Strategy

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 system

Business Management

Results-based Management

  • Ability to manage programmes and projects with a focus at improved performance and demonstrable results

Business Management

Customer Satisfaction/Client Management

  • Ability 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.
  • Provide inputs to the development of customer service strategy.
  • Look for ways to add value beyond clients' immediate requests.
  • Ability to anticipate client's upcoming needs and concerns

2030 Agenda: Peace

Governance

  • Electoral Cycle Support

Operations: Administration, Finance, HR, Procurement, IT and Security (Finance)

Budget management

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

Operations: Administration, Finance, HR, Procurement, IT and Security (Administration & Operations)

Events 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. Education requirements

  • High school completion or
  • Bachelor’s degree in public administration, Business Administration finance or related field is not a requirement but will be given due consideration

Min. years of relevant work experience

  • Minimum 6 years of relevant administrative support experiences after completion of High School or University Studies. OR
  • 3 years of relevant administrative support experiences after completion of a bachelor’s degree in the related field is not a requirement but will be given due consideration.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc).

Required skills

  • Experience of working in a project team as the similar role is preferable.
  • Demonstrated experience assisting UNDP project implementation.

Desired skills in addition to the competencies covered in the Competencies section

  • Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc

Required Language(s)

English and Solomon Island Pidgin

Important Note:

Applicants are strongly encouraged to submit their P11 form when applying for the position.

Link:

https://procurement-notices.undp.org/view_file.cfm?doc_id=308402

Added 1 year ago - Updated 1 year ago - Source: jobs.undp.org