Project Finance & Administrative Specialist

The United Nations Development Programme (UNDP) is the information frontier group for sustainable growth within the UN Development System and serves because the integrator for collective motion to understand the Sustainable Development Goals (SDGs). UNDP is the main United Nations group combating to finish the injustice of poverty, inequality, and local weather change. Working with our broad community of specialists and companions in 170 international locations, we assist nations to construct built-in, lasting options for folks and planet. The Fiji multi-country workplace covers ten international locations together with Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu in addition to supplies help to regional initiatives.

UNDP within the Pacific has developed its multi-country programme doc (MCPD, 2023-2027) to information its interventions within the subsequent 5 years in full alignment and on to contribute to the United Nations Sustainable Development Cooperation Framework (UNSDCF, 2023–27). The Office covers 10 international locations within the Pacific with an in depth portfolio which has grown over time. The UNSDCF and UNDP MCPD are designed in full alignment with the 2030 agenda, Samoa Pathway, and 2050 Blue Content Strategy, which is endorsed by the Pacific Island Countries (PICs) amongst others. The UNDP Pacific Office subsequent five-year plan strategic priorities are encapsulated beneath three consequence areas: (i) Planet, (ii) Prosperity, and (iii) Peace.

The Governance for Resilience (Gov4Res) Project works with Pacific governments to make sure that international locations adapt their resolution making and governance techniques in direction of extra resilient growth. The tasks idea of change rests on a core assumption that Pacific Island folks can be extra resilient to the impacts of local weather change and disasters if international locations handle all growth via a threat knowledgeable strategy. This is according to the Framework for Resilient Development within the Pacific which requires the ‘mainstreaming’ of local weather and catastrophe threat treating threat administration as basic to all growth choices.

The Gov4Res Project three consequence areas to work with international locations throughout the area to deal with these dangers by growth: 1) authorities planning and financing techniques allow gender and socially inclusive risk-informed growth; 2) nation oversight and accountability techniques require gender and socially inclusive risk-informed growth; and three) regional organisations, insurance policies and practices are actively supporting gender and socially inclusive risk-informed growth. UNDP is partnering with a spread of companions to ship this venture throughout the Pacific together with Australian Department of Foreign Affairs and Trade (DFAT), the New Zealand Ministry of Foreign Affairs and Trade (MFAT), Korea International Cooperation Agency (KOICA), Swedish International Development Cooperation Agency (SIDA) and United Kingdom Foreign, Commonwealth & Development Office (UK FCDO).

The Vanuatu Electoral Environment Project (VEEP)-Phase III  venture builds on earlier electoral help to Vanuatu and its most important goal is to additional the democratic growth of Vanuatu. The venture will do that by additional strengthening the Electoral Commission (EC) and the Vanuatu Electoral Office (VEO) to extra successfully implement their mandate and guarantee inclusive, clear, and credible electoral processes and by enhancing the institutional setting and observe of democracy.   Four outputs are proposed: (i) larger citizen consciousness (particularly amongst girls and folks with disabilities) of the function of elections; (ii) voter register is accomplished and improved; (iii) political events function throughout the legislated regulatory setting; and (iv) efficient, and environment friendly electoral governance, with much less reliance on exterior help. The venture technique is twofold: (i) to affect the institutional setting: the legal guidelines, guidelines, and laws of the democratic processes; and (ii) to empower the company of stakeholders: notably the Electoral Commission / VEO on one hand and particular person residents and civil society organisations on the opposite. VEEP III will help to the EC/VEO, to work in partnership with key stakeholders, together with with civil society organisations, to enhance voter training and to take care of belief within the electoral and broader democratic system. 
 

The Project Finance and Administrative Specialist will report back to the Vanuatu Electoral Environment Project (VEEP) and Governance for Resilience (Gov4Res) Project Managers 

The Project Administrative & Finance Specialist works in shut collaboration with the PMU, CCR Unit, Programme/Operations employees within the UNDP Pacific Office in Fiji, UNDP Responsible Parties (RPs) and different UN Agencies, Government officers, technical advisors and specialists, multi-lateral and bi-lateral donors.

Under the steerage and direct supervision of the Vanuatu Electoral Environment Project (VEEP) and Governance for Resilience (Gov4Res) Project Managers, the Project Finance and Administrative Specialist executes monetary providers making certain efficient and clear utilization of economic assets and integrity of economic providers. S/he may also present management in implementation of administrative and procurement providers within the venture making certain their effectiveness, transparency and integrity. The Project Finance and Administrative Specialist promotes a client-oriented strategy according to UNDP guidelines and laws.

The Project Finance and Administrative Specialist works in shut collaboration with the Project groups and Programme/Operations employees within the MCO for resolving administrative and finance-related points and change of knowledge.

Summary of Functions:

Provision of administrative providers and implementation of operational methods specializing in achievement of the next outcomes:

• Support full compliance of procurement actions with UNDP guidelines, laws, insurance policies and techniques within the implementation of the tasks;
• Implement and information on contract administration throughout the venture, continually guided by authorized framework of the group and assessing/minimizing all types of dangers in procurement;
• Prepare procurement plans for the venture, add in UNDP’s Corporate ERP system (Quantum) and often monitor their implementation;
• Support in making ready procurement paperwork reminiscent of of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals; their analysis and help the negotiation of sure situations of contracts as could also be required;
• Manage reporting necessities to Project Management on supply of procurement providers and items;
• Prepare Purchase Orders and contracts beneath UNDP Corporate ERP system (Quantum);
• Evaluate presents and make suggestions for the finalization of purchases and the award of contracts; analyze and consider commodity tender outcomes;
• With help from the Fiji MCO Procurement Team, put together the submission and response to the Contract, Asset and Procurement (CAP) or Advisory Committee on Procurement (ACP) committee for project-related procurement.

Ensures administration of venture finance and budgets and functioning of the optimum cost-recovery system specializing in achievement of the next outcomes:

• Guide the Project Manager in day-to-day administration and oversight of venture finance actions;
• Contribute to the preparation of paperwork to be used within the formulation of the work plans, progress studies, and periodic evaluations with authorities counterparts and venture companions;
• Update work plans and budgets within the UNDP Corporate ERP system (Quantum)
• Ensure well timed preparation and submission of fee requests from venture companions and consultants to Finance;
• Guide with monitoring of venture funds implementation/expenditures;
• Advise and help within the growth of contacts with nationwide and provincial authorities establishments and authorities, NGOs, civil society organizations, and useful resource individuals on venture issues and preserve and often replace the contact database as wanted;
• Provide essential help to the Project Manager and venture employees with full administrative providers;
• Responsible for administrative and logistical help to group of occasions, workshops, and missions;
• Facilitate within the preparation of agendas, put together minutes and flow into to stakeholders to incorporate preparations for various venture associated conferences;
• Prepare studies, memos, letters, presentation and different paperwork, utilizing phrase processing, spreadsheet, MS venture, MS energy level, database, amongst others.
• Facilitate in organizing project-related conferences and periods with varied stakeholders

Contributes to information constructing and sharing, specializing in the achievement of the next outcomes:

• Disseminate venture studies and reply to queries from involved stakeholders;
• Support in finishing up common introduced and unannounced spot inspections on venture companions.Ensure companions’ requests for info and supplies are supplied in a well timed method;
• Facilitate within the institution and strengthen of information networks and set up information sharing periods.
• Compile success tales particularly from which have addressed key growth challenges on conservation and guarded space within the nation;
• Contribute to information networks and communities of observe.

Build strategic partnerships at venture degree

• Be conversant in the actions of different growth tasks within the sector/space, set up contact and hold up-to date with their work;
• Create and preserve partnerships with native establishments, personal sector in venture goal areas

Maintenance and archiving of venture documentation and administration of venture belongings

• Ensure all venture associated documentation are correctly maintained in onerous and digital copies to incorporate venture doc, correspondence, studies and different supplies making certain safekeeping of confidential supplies by following the established submitting and archiving requirements and procedures for the workplace
• Ensure correct belongings administration, monitoring, recording and disposal;

Perform different duties throughout the practical profile as assigned and deemed essential for the environment friendly functioning of the workplace.
 

• Achieve Results: LEVEL 3: Set and align difficult, achievable aims for a number of tasks, have lasting affect 
• Think Innovatively: LEVEL 3: Proactively mitigate potential dangers, develop new concepts to resolve complicated issues 
• Learn Continuously: LEVEL 3: Create and act on alternatives to develop horizons, diversify experiences
• Adapt with Agility: LEVEL 3: Proactively provoke and champion change, handle a number of competing calls for 
• Act with Determination: LEVEL 3: Think past rapid job/limitations and take motion to realize larger outcomes
• Engage and Partner: LEVEL 3: Political savvy, navigate complicated panorama, champion inter-agency collaboration
• Enable Diversity and Inclusion: LEVEL 3: Appreciate advantages of numerous workforce and champion inclusivity

Cross Functional and Technical competencies:

Administration & Operations    

• Documents and information administration. Overall doc (onerous or digital) administration.
  registry and retention coverage together with storing and archiving

Procurement     

• Contract administration. Knowledge of contract administration ideas, ideas and strategies, and talent to apply this to strategic and/or sensible conditions

Finance    

• Financial reporting and evaluation. Understands adjustments in regulatory, authorized and moral frameworks and requirements for monetary reporting within the public sector. Ability to extract, consider monetary knowledge, derive related findings and current them in a significant and coherent method to facilitate efficient resolution making and efficiency monitoring. Understands the advantages of built-in reporting, together with non-financial assets reminiscent of human, social and mental capital, and environmental and governance efficiency
• Financial planning and budgeting. Ability to create and handle processes to realize UNDP’s lengthy and short-term monetary targets, together with via planning, budgeting,

Business Direction and Strategy    

• Business Acumen. Ability to know and take care of a enterprise scenario in a way that’s prone to result in an excellent consequence Ability to make good judgments and fast choices inside such frameworks Knowledge and understanding of the operational frameworks within the group
• System Thinking. Ability to make use of goal downside evaluation and judgement to know how interrelated components coexist inside an general course of or system, and to contemplate how altering one component can affect on different elements of the system

Business Management    

• Resource Management. Allocate and use assets in a strategic or tactical means in step with enterprise wants and priorities and ideas of accountability and integrity