Project Administrative Associate

Background

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UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

In accordance with its commitments as a Party as mandated by Article 12 of the United Nations Framework Convention on Climate Change (UNFCCC) and subsequent CoP decisions, Samoa will prepare and submit its Third National Communication (TNC) and First Biennial Update Report (FBUR) to the Conference of Parties (CoP) of the UNFCCC. The project aims to update the information provided regarding national circumstances, inventories of greenhouse gases (GHG), policies and measures undertaken to mitigate climate change, assessments of vulnerability to climate change and steps taken to adapt and promote increased awareness and understanding of critical importance of climate change to its sustainable development. The project will also increase the national technical and institutional capacities in preparing the NC/BUR and assisting the Government to integrate climate change issues into sectoral and national development priorities that directly contribute to achieving Sustainable Development Goal 13: Climate Action.

The implementation of the project objectives will support Samoa’s preparation of a high-quality National Communication and Biennial Update Report to be submitted to the UNFCCC in a timely manner. As GHG inventories are a key component of both the National Communication and Biennial Update Report, the project will take a learning-by-doing approach, to the extent possible taking into account limited staffs trained in populating and managing the GHG Inventory. In this way, the project intends to catalyze the institutionalization of knowledge among the national participating experts and partner institutions involved in the development of national GHG Inventory, in particular to improve quality control and quality assurance of the inventory’s data.

Given the findings from the last Second National Communication (2010) and the Intended National Determined Contributions (2015), important challenges remain. Although the exercises to prepare these reports have resulted in increased capacities to collect and manage data and information to carry out, for example vulnerability assessments, critical data and information gaps remain. Greater collaboration and institutional coordination is needed to ensure that critical understanding of the data and information needs for all sectors are adequately understood in order to move forward with policy implementation. While financing from the international community is available, it remains fragmented and insufficient at the local level, which is important to the pursuit of better adaptation practices.

The principal responsibility for managing the incumbent of this position will lie with the Project Coordinator and the Head of Environment and Climate Change Unit of the UNDP Samoa MCO.

Duties And Responsibilities

Under the overall guidance and direct supervision of the Project Coordinator, the Project Administrative Associate is responsible for effective delivery of project administrative and finance services ensuring effective and transparent utilization of financial resources and integrity of financial services in the TNC+BUR Project. The Administrative Associate promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations.

The Project Administrative Associate works in close collaboration with the with the Climate Change and GEF Division within the Ministry of Natural Resources and Environment and UNDP Samoa Multi-Country Office. The Project Finance Officer provides back up support to the Project Coordinator and the Climate Change and GEF Division.

Implement Financial Strategies, And Adapt Processes And Procedures In Full Compliance Of UN Rules, Regulations, Policies, And Recording And Reporting Systems

• Perform duties in full compliance with UN financial regulations and rules, policies and standard operating procedures, including internal controls.
• Review and verify financial transactions, activities, and documentation; taking corrective actions as needed and reporting any unusual activities.
• Monitor financial exceptions reports for unusual activities or transaction, investigate anomalies and report to the supervisor conclusions and/or present recommendations for actions/decisions.
• Collect, verify and present information and data for use in the planning of financial resources and the formulation of the TNC+BUR Project work plans, budgets, proposals on implementation arrangements and execution modalities.
• Provide assistance in Annual Work Plan entry in Results Management System (RMS) as required.
• Provide advice and recommend solutions to a wide range of financial issues.
• Monitor the proper functioning of the financial resources management system for office and programmatic budgets and resources.
• Implement and monitor cost saving and reduction strategies.
• Participate as a member of the team in audits.
• Follow-up on audit recommendations to monitor implementation of corrective actions; Maintain files and assist in the preparation of documentation in advance of and following all meetings, edit reports and other documents for correctness of form and content; Support the day-to-day operations of the project, particularly with respect to the provision of financial and administrative services and support.

Prepare and administer the TNC+BUR Project budgets in full compliance of UN rules, regulations, policies, and recording and reporting systems:

• Formulate the budget, control allotments, monitor expenditures, and prepare revisions according to the needs of the TNC+BUR Project.
• Ensure quarterly maintenance and updating of the POCOMAS platform. Ensure all of the project’s files, supporting documentations and financial database are all uploaded in POCOMAS.
• Track the appropriate and timely use of financial resources.
• Maintain internal expenditure control system.
• Manage petty cash fund.
• Assist Project coordinator with budget re-phrasal as required.

Provide Finance And Administrative Support To The Project Team

• Ensure to utilize the Quantum and PIMS platform to effectively address for the necessary financial, procurement, disbursement and personnel matters of the project.
• Prepare General Ledger journal entries (GLJEs) from proper supporting documents authorized by the project manager.
• Review transactions, ensure payroll, travel claims, MPOs, and other entitlements are processed.
• Monitor the setup of budgets in QUANTUM to ensure they are in accordance with budgets agreed with donors and are input into QUANTUM at the detailed Activity ID level.
• Monitor each month over-expenditure of budgets and follow up with Project Coordinator.
• Monitor the financial status and implement control mechanisms for management/development projects.
• Monitor and proper follow up of all the financial items in Month-end and Year-end closure instructions status and under the guidance of the Project Coordinator, take correction actions as required.
• Keep stakeholders and clients informed for timely actions/decisions and review status reports for quality control.
• Prepare financial analysis for project progress and end of project reports.
• Prepare internal and external correspondence for the project; Co-ordinate and assist in travel arrangements for project personnel or for representatives within the thematic working groups.
• Undertake other administrative/financial duties as requested by the Project Coordinator or the Implementing Partner.
• Finalize mandated financial reports to donors and other clients and stakeholders.
• Provide inputs and take necessary actions to facilitate timely financial project closure.
• Maintain the project’s disbursement ledger and journal.
• Assist with preparation for Audit of the Project and Partners by third party audit firm. Follow-up and/or take action on audit recommendations to ensure implementation of corrective actions.
• Assist in the preparation of documents related to project activities.
• Assist in data collection and data entry.
• Assist the Project Coordinator in organizing and coordinating information exchange between participating institutions.

Provide Administrative Support To Resource Mobilization

• Compile and process information from donors, UNDP, and project team, as inputs to various databases and documents.
• Compile and/or prepare the documentation necessary for the procurement of services, goods and supplies under the project; Prepare logistics for project meetings, trainings and workshops.
• Administrative support to the Project team.
• Prepare drafts for cost sharing agreements including conditions of contributions within resource mobilization efforts, adhering to standard agreements where possible. Follow up on contributions within the TNC+BUR Project resource mobilization efforts.

Facilitate Knowledge Building And Knowledge Sharing

• Conduct training and/or helping organize training events and activities.
• Collect and compile lessons learned and best practices in financial management and services. Disseminate to clients and stakeholders as appropriate to build capacity and knowledge.
• Contribute to financial business operational practices and management innovations.
• Undertake all trainings in relation to financial management provided, including webinars.
• Undertake training to access database.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core competencies:

• 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

Business Direction & Strategy

• Strategic Thinking: Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the system analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions.; Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP.
• 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

• Communication: Ability 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 audience; Ability to manage communications internally and externally, through media, social media and other appropriate channels.
• Monitoring: Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.

Partnership management

• Relationship management: Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.

Administration and Operations

• Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving; Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Procurement

• Procurement management: Knowledge of contract management concepts, principles and methods, and availability to apply this to strategic and/or practical situations.; The ability to acquire goods, services or works from an outside external source.; Knowledge of processing, storing, and validating procurement data.

Education

Required Skills and Experience:

• Secondary education is required.
• University degree (bachelor’s degree) in Accounting and Finance, Business, Public Administration, Economics, or related field, will be given due consideration, but is not a requirement.

Experience

• Minimum 7 years (with secondary education) or 4 years (with Bachelor´s degree) of working experience in the area of project administration/accounting
• Relevant experience in financial management, project support or operational systems management, with demonstrated ability in managing resources and budgets is an asset.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web- based management systems.
• Knowledge of IPSAS and/or IFRS is required for external candidates.
• Familiarity with environmental issues and UNFCCC
• Experience in Government and in interdepartmental procedures.
• Experience with ERP systems, preferably PeopleSoft, is desirable.
• Working knowledge of other UN language desirable
• An advanced professional qualification in accounting like CA/CPA from an internationally recognised institution of accountancy would be accepted in lieu of a University Degree

Required Languages

• Proficiency in English and Samoan is required.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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