SECSIP - Admin and Finance Associate

Contract

This is a UNV National Youth contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Youth contracts.

The UNDP “Strengthening the Electoral Cycle in the Solomon Islands Project” (SECSIP) supports the Solomon Islands Electoral Commission and other national institutions providing technical assistance through the electoral cycle (pre-election; elections/polling and post-election) for the conducting inclusive and credible electoral processes. SECSIP phase 1 was implemented from July 2013 until June 2017. A second three-year project was rolled out in July 2017. The project is now transitioning to its third phase expected to end in December 2024.

SECSIP is funded by the Government of Australia and UNDP. The project aims to continue 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. The overarching objective is to strengthen the link between the electoral cycle and other key governance processes and institutions contributing to social cohesion and the development of a pluralistic society.

This UNV assignment is part of SECSIP third phase. SECSIP III will focus on enhancing inclusive, informed and transparent electoral processes through accountable and effective institutions. SECSIP assistance will also contribute to enhancing and expanding social inclusion, particularly of disadvantaged segments of the population including women, young people and people with disabilities (PWD). The Project will work towards achieving the overarching outcome of ‘more sustainable and inclusive electoral institutions and practices in support of democratic governance in Solomon Islands’ through the four following outputs:

Output 1: Institutional and Operational Capacities of the Electoral Authorities Strengthened Output 2: Capacity of national authorities and local networks to provide voter information and awareness and to encourage civic engagement strengthened Output 3: Legal Electoral Framework Improved Output 4: Women’s Political Participation and Leadership Around the Country Enhanced.

The SECSIP - Admin and Finance Associate will support the Solomon Islands Electoral Office (SIEO) and will implement the duties and responsibilities described in this DOA seeking the guidance of the SIEO Management and under the supervision of SECSIP CTA/Project Manager

See www.pacific.undp.org/content/pacific/en/home/about-us/soi-office.html

Within the delegated authority and under the supervision of the UNDP SECSIP Chief Technical Adviser or his/her designated mandated representative(s), the UNV Administration and Finance Associate will support the UNDP SECSIP project with:

• Effective Operations Management in areas of finance and programme support. • Efficient Administration of procurement services, ensuring their effectiveness, transparency and integrity. • Advisory support to SECSIP project partners in financial & operations framework and policies, in compliance with UNDP Programme and Operations Policies and Procedures. • Ensure proper common services management and establishment of strong collaboration with other UN Agencies. • Any other related tasks as may be required or assigned by the supervisor.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

As an active UNDP SECSIP project team member, efficient, timely, responsive, client-friendly and high-quality support rendered to the UNDP and its beneficiaries in the accomplishment of her/his functions, including:

• Support to processing of purchase orders for procurement, ensuring the availability of funds on Chart of Account (COA). • Support to the organization of procurement processes including preparation of Request for Quotation (RFQ), Invitations to Bid (ITB) or Requests for Proposal documents (RFP), receipt of quotations, bids or proposals, and their preliminary evaluation. • Administrative support to conferences, workshops, retreats, and other events. • Maintenance of the filing system ensuring safekeeping of confidential materials. • Extraction of data from various internal and external sources and contribution to the implementation of sourcing strategy, including pre-qualification of individuals and firms that can supply the project requirements. • Coordination between requisitioners and prospective bidders for queries and clarifications. • Minutes of pre-bid conferences, as needed. • Provision to requisitioners of canvas matrix or preliminary evaluation of the quotations/bids/proposals received. • Summary of evaluation findings and results. • Preparation of appropriate contract instruments, and obtaining signatures of vendor and proper authority in UNDP. • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of procurement reports to Head of Unit. • Assistance in the provision of information for audit. • Supports travel management processes for the UNDP SECSIP project and other partners, focusing on the achievement of the following results: • Support to processing of purchase orders for travel, ensuring the availability of funds on Chart of Account (COA). • Support to follow-up with contracted travel agent to ensure provision of high quality professional services and most competitive prices. • Provision of information to travelling staff including on entitlements, travel route and hotel arrangements. • Arrangements for security clearance when required. • Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN Officials and visitors, ensuring that travel arrangements follow the UN rules of most direct route and most competitive prices. • Processing requests for visas for UN travelers, and for Resident Permit and Diplomatic Identification Card for international staff. • Arrangements for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary. • Preparation of routine correspondence, faxes, memoranda and reports in accordance with Country Office Standard Operating of Procedures (CO SOP). • Reconciliation of settlements to be paid by the Finance Unit. • Assistance in the provision of information for audit. • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.

• Professionalism: demonstrated understanding of operations relevant to UNDP, technical capabilities or knowledge relevant or transferrable to UNDP procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; • Integrity: demonstrate the values and ethical standards of the UN in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority; • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues; • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities; • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary; • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNDP mission and vision, as well as to the UN Core Values.

administration and management, or other relevant programmes at the national and/or international level; experience with travel, procurement and booking is an asset, • Excellent oral and written skills; excellent drafting, formulation, reporting skills; • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development; • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel; • Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment; • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines; • Have affinity with or interest in UNDP volunteerism as a mechanism for durable development, and the UN System.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials