Project Administrative and Finance Associate

Papua New Guinea was the first Pacific country to sign and ratify the United Nations Convention Against Corruption (UNCAC), doing so in 2004 and 2007, respectively. However, public trust in the states' ability to combat corruption remains low at both national and sub-national levels. Civil society in Papua New Guinea is fragmented. NGOs have struggled to speak with one voice on issues of national interest. 

As part of its efforts to relaunch a national anti-corruption drive in 2020, the national Government endorsed the current National Anti-Corruption Plan of Action 2020 - 2025 (NACPA). The NACPA identifies fifteen Programmes of Work (POWs) to deliver core anti-corruption priorities, identify key activities and allocate responsibilities to stakeholders. The Action to develop the NACPA has been developed by different entities of the Government, civil society, the private sector and development partners. 

The United Nations Development Programme (UNDP) has played an important role in supporting the implementation of the NACPA. In 2021, UNDP and UNODC with support from the European Union, began implementing initiatives to support the Government of Papua New Guinea and key stakeholders progress national anti-corruption priorities. Much of this has been delivered under the Project on Preventing and Countering Corruption in Papua New Guinea (the ‘Project’). Under this initiative, UNDP is partnering with key national institutions, civil society, and communities to strengthen their capacities to address corruption. Specifically, the project aims to strengthen the Papua New Guinea’s national integrity system by supporting core anti-corruption institutions and processes in close partnership with key government and non-government bodies. 

Building on its anti-corruption work, UNDP is expanding its support to strengthen the capacity of civil society to engage in a more substantive and unified manner on matters of good governance, transparency, and advocacy. The first step in this emerging body of work, funded by the European Union, will be delivered under the newly commissioned, Transparency and Accountability in Papua New Guinea Project or ‘TAP in PNG Project.’ This project will strengthen the capacities of civil society organizations, women organizations, journalists, youth and active citizens to demand integrity, transparency and accountability systems and practices, in line with the United Nations Convention against Corruption (UNCAC) and National Anti-Corruption Plan of Action (2020 – 2025) Power of Work 10: Engagement and support to Non-State Actors.  The Project is being implemented at the national level and on pilot level in Bougainville. 

Under the overall supervision of the CTA (Anti-Corruption), in a close collaboration with the project focal points in CO Operations Units,  the Project Admin and Finance Associate carries out a range of tasks related to project planning and implementation. The Project Admin and Finance Associate supports the Anti-Corruption Project team in project implementation processes (such as procurement, recruitment, travel, payments, reporting and administrative taks), initiates implementation of actions and follows up on implementation with the UNDP PNG CO. In close coordination with the CO Operations Units, the Project Admin and Finance Associate is responsible for providing administrative support such as management of vehicles, premises and project assets and supplies and implementing UNDPs MORSS in project premises.

The Project Admin and Finance Associate works in close collaboration with the project staff and CO operations units to ensure smooth and timely management of inputs as well as other Project Administrators to coordinate activities and seek synergies.
 

The Project Admin and Finance Associate will be responsible for the following key functions.

Key Functions:

a) Project financial support

b) Project implementation in a timely and effective manner according to plans and in consistency with SOPs:

c) Project administration according to the SOPs

a) Project financial support:

• Manage all financial transactions, in line with UNDP rules and regulations
• Prepare inputs to formulation of AWPs
• Provide inputs to detailed implementation plans
• Assist in formulation and revision of budgets
• Assist in formulation of procurement and HR plans
• Assist in revision of AWPs, periodic revisions of procurement/HR plans ensuring that plans are updated in a timely manner and in close coordination of UNDP Country Office (Programme, HR and Procurement Teams)
• Assist in arranging logistics, preparing agenda and coordinating with related stakeholders for organizing workshops as and when required
• Assist in minutes taking for program/project meetings and in drafting research reports as required

b) Project implemented timely and effectively according to plans and in consistency with CO SOP:

• Initiate procurement actions for ICs, goods, works and services and recruitment of positions according to HR and procurement plans. Prepare requests for recruitment and contracting in UNDP format and according to CO SOPs 
• Compile supporting documents for procurement and recruitments processes and ensure that supporting documents are complete and in line with the SOPs
• Create e-requisitions in Quantum to initiate procurement processes, ensure the accuracy of the COA of the e-requisitions, follow up with senior management for approval. Revise e-requisitions as necessary
• Promptly follow up with CO units on pending actions (procurement, payments, recruitment, travel, transportation etc.)
• Create e-requisitions for travel and prepare TAs, submit and follow up with UNDP CO Travel Unit in accordance with the SOPs 
• Prepare payment requests and submit to CO. Ensure accuracy of COA of all payment requests  and ensure completion of the payments in a timely manner 
• Prepare receipts in Quantum
• Provide administrative and logistics support to the Project activities, such as development and printing out of registration forms, printing out of the agendas and training material, assist with development and printing out the training certificates and other, as required
• Provide administrative and logistics support during the Project activities such us signing of the registration forms, delivery and collection of pre and post test and evaluation forms and others
• Liaise with service provides such as workshop venue, catering and event organizers on the selection and payment process and delivery of service or goods as required

c) Project administered timely and efficiently in accordance to UNDP procedures:

• Assist all necessary financial disbursement and procurement of goods and services in a timely manner;
• Arrange work plan of drivers and supervise implementation. Ensure that vehicle logs are properly maintained
• Assist in preparation of project progress reports for donors and Country Office and in monitoring and analysing data
• Preprare and regularly update the payments trackers and follow up on the outstanding payments
• Assist with risk management in Quantum
• Oversee the orderly maintenance of project premises including furniture, space and equipment. Ensure that UNDP assets are properly marked
• Monitor leave of local and international project personnel, maintain updated and correct records and online systems
• Notify CO HR promptly on separation of project staff
• Monthly update of current assets sheet. Implement transfer of assets in close coordination with the CO Administrative Services Unit
• Implement security arrangements in the project premises under supervision of UNDP CO Security Team
• Maintain project supplies and initiate procurement of supplies as necessary
• Facilitate the periodic asset, inventory and supplies physical count by the Counting Teams
• Coordinate ICT support to project with the UNDP CO. Coordinate support with ICT helpdesk 
• Maintain filing system for the project

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

Institutional Arrangement

Under the overall guidance and supervision of the Chief Technical Advisor (Anti-Corruption), the Project Admin and Finance Associate provides ongoing project and administrative assistance and support to the Anti-corruption projects, performing a variety of standard administrative processes ensuring high quality and accuracy of work. 

Travel 

Any travel associated with performing the functions of the Project Admin and Finance Associate will be payable by the PNG Anti-Corruption Project or TAP in PNG Project, UNDP, as per the travel policy.

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 2: Adapt processes/approaches to new situations, involve others in change process.

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. 

Business Development - Knowledge Generation: 

• Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.

Business Management - Working with Evidence and Data    

• Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

Administration and Operations - Travel policy and procedures    

• Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel- related matters

Finance - Accounting (General)

• Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations

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

• Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance.

• Ability to produce periodic qualitative and quantitative performance reports to facilitate effective decision making and performance monitoring. Ability to use a range of costing techniques and analyse cost related data to provide quantitative information to the users of reports.

• Ability to make new and useful ideas of work               
• Ability to persuade others to follow                
• Ability to improve performance and satisfaction          
• Ability to listen, adapt, persuade, and transform          
• Ability to get things done while exercising good judgement 

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Identifies new and better approaches to work processes and incorporates same in own work
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments

• Fluency in English and Tok Pisin is required.