Project Administrative Associate

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

The NAIG Project aims to support key democratic institutions in Nauru which are responsible for ensuring effective, inclusive and accountable political governance, the National Parliament and the National Elections Commission (NEC), and implementing specific programming directed at promoting the more informed and active participation of the general public in Nauruan governance and politics, and targeted work to promote gender equality to ensure that women of all ages are more engaged in politics and public life. The Project will also contribute to strengthening rule of law, by working with the justice institutions, including the Public Legal Defenders Office and legal practioners. The Project will also include activities to engage the public across all outcome areas (with a particular focus on women and young people) who are responsible for holding their government to accountability.

The Project Has The Following Outputs

• Output 1: Strengthen Electoral Commission processes and capacities.
• Output 2: Strengthen Parliament capacities to ensure inclusive, accountable governance.
• Output 3: Strengthened capacities of justice sector practitioners and institutions to deliver people-centred and rights-based justice services to all people:
• Activity 3.3: Technical advice and capacity building support provided to strengthen capacity of pleaders to become active stakeholders in Justice Sector.
• Activity 3.4: Justice sector stakeholder capacities enhanced through Continuous Legal Education (CLE).
• Activity 3.5: Institutional, technical and operational support provided to strengthen the Law Society’s capacities to fulfil its mandates.
• Output 4: Pilot and roll out national civic education initiatives; and
• Output 5: Strengthen the engagement of women and girls in politics and public life.

The Nauru Justice initiative is anchored in Output 3 of the NAIG Project and seeks to bolster the key elements necessary for a just and equitable society. The imitative focuses on strengthening the rule of law by ensuring that legal frameworks, legislation and practices are robust, transparent, and effective whilst also working with judicial officers, legal practitioners and justice institutions to provide a people-centered and rights-based justice services to the citizens of Nauru.

Furthermore, the justice component recognizes the importance of promoting legal literacy, advocacy, and training on human rights for specific groups within Nauru. It places special emphasis on women, young people and people with disabilities. By offering support in these areas, the project fosters a greater understanding of human rights among these groups and empowers them to advocate for their rights effectively. This initiative not only contributes to the rule of law but also enhances overall justice system in Nauru by ensuring that vulnerable and marginalized individuals have access to legal resources and are equipped to protect their rights.

Engaging a project administrative associate is imperative for the successful implementation of the NAIG Project and its Nauru Justice initiative. With multiple outputs spanning across electoral commission processes, parliamentary capacities, justice sector enhancement, civic education, and gender equality promotion, the project demands meticulous coordination, documentation, and administrative support. The administrative associate would play a pivotal role in managing project logistics, liaising with stakeholders, organizing events, and ensuring smooth communication among various parties involved. Moreover, their assistance in tracking project progress, budget management, and reporting would facilitate transparency and accountability, crucial elements for the project’s objectives of promoting effective governance and rule of law in Nauru.

The successful candidate will coordinate its work with the Project Manager for the Nauru Accountable and Inclusive Governance (NAIG) Project.

Duties And Responsibilities

• Provide administrative assistance to the assigned projects.
• Provide financial assistance, such as payment.
• Support procurement procedure.
• Provide logistic support for the events and workshops.
• Support knowledge building and sharing.
• Support to other activities of the assigned projects.

Expected Outputs and Deliverables

Provide administrative assistance to the assigned projects.

• 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.
• Support project recruitments and personnel management; 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 (devolved recruitments) as interview secretary and consolidate the minutes of panel members.
• 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.

Provide financial assistance, such as payment.

• 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 procurement procedure.

• 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.

Provide logistic support for the events and workshops.

• Support logistic preparation for the events and workshops.
• Lead travel arrangements for the event participants.
• Ensure attendance lists are signed.

Support to other activities of the assigned projects.

• 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.

Support knowledge building and knowledge sharing.

• Provide sound contributions to knowledge networks and communities of practice.

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 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
• 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.; Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Administration & Operations

• Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
• Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Education

Required Skills and Experience:

• Secondary education completion is required.
• University Degree in Business Administration, Management, Economics, Human Resources, Finance, Accounting, Social Science or other related fields will be given due consideration, but it is not a requirement.

Experience

• Minimum of seven (7) years (with secondary education) or 4 years (with bachelor’s degree) of work experience in administration or programme support services is required.
• Practical experience of working in the field of administration, finance, programme/project support or other relevant fields
• Working experience within UNDP or another UN agency is an asset.
• Experience of working in international organizations/projects will be considered as an advantage.
• Experience in organising logistics for regional events will be an added advantage.
• Experience in working in a computer environment using multiple office software packages, experience in ATLAS/Quantum an advantage.

Required Languages

• English Language, Fijian and/or Fiji Hindi 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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