Administrative and Finance Specialist

Background

The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. The Fiji multi-country office covers ten countries including Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu as well as provides support to regional initiatives.

UNDP in the Pacific has developed its multi-country programme document (MCPD, 2023-2027) to guide its interventions in the next five years in full alignment and directly to contribute to the United Nations Sustainable Development Cooperation Framework (UNSDCF, 2023–27). The Office covers 10 countries in the Pacific with an extensive 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) among others. The UNDP Pacific Office next five-year plan strategic priorities are encapsulated under three outcome areas: (i) Planet, (ii) Prosperity, and (iii) Peace.

Energy is one of UNDP’s six signature solutions – alongside poverty and inequality, governance, resilience, environment, and gender equality - to support countries towards three directions of change: structural transformation, leaving no one behind and resilience. As per UNDP’s new Strategic Plan 2022-2025, and the new MCPD (2023-2027), UNDP Pacific office aims to increase energy access for those furthest behind. By speeding up investment in distributed renewable energy solutions, especially for those hardest to reach and in crisis contexts, it aims to increase access to clean and affordable energy.

This position is part of the ‘‘Promoting Green Transformation in the Pacific Region towards Net-zero and Climate-resilient Development’’ regional Project, managed and implemented by UNDP. The Project is funded by the generous support of the Government of Japan under the Japan Supplementary Budget (JSB) and project will end on 31 December 2025. The project will contribute to green transformation to achieve a clean energy future and increase resilience to climate change impact in four small islands countries, namely: Vanuatu, Samoa, Timor-Leste, Papua New Guinea, and also has a regional component to provide technical and oversight support. 

In Vanuatu, as part of the regional project, the Vanuatu Green Transformation project aims to achieve the following outcome: ‘‘By 2024 ensure at least three additional communities’ access to green energy that contributes to achieving the National Energy Road Map (NERM) target i.e., 100% electrification with Renewable Energy by 2030’’. The target would replace nearly all fossil fuel requirements for electricity generation in the country and contribute to reduction of emissions in the energy sector by 72Gg by 2030. To achieve this, the project seeks to install Pico Hydro stations in selected sites to generate clean energy and strengthen the capacity of various stakeholders in operation and maintenance of the newly installed systems to ensure sustainability.

Duties and Responsibilities

• The Project Administrative & Finance Specialist will report to the Vanuatu Green Energy Transformation (VGET) Project Manager. 
• The Project Administrative & Finance Specialist works in close collaboration with the PMU, CCR Unit, Programme/Operations staff in the UNDP Pacific Office in Fiji, UNDP Responsible Parties (RPs) and other UN Agencies, Government officials, technical advisors and experts, multi-lateral and bi-lateral donors.

Under the guidance and direct supervision of the Vanuatu Green Energy Transformation (VGET) Project Manager, the Project Administrative & Finance Specialist executes financial services ensuring effective and transparent utilization of financial resources and integrity of financial services. S/he will also provide leadership in implementation of administrative and procurement services in the project ensuring their effectiveness, transparency and integrity. The Project Administrative & Finance Specialist promotes a client-oriented approach consistent with UNDP rules and regulations.

The Project Administrative & Finance Specialist works in close collaboration with the Project teams and Programme/Operations staff in the MCO for resolving administrative and finance-related issues and exchange of information.

Summary of Functions:

• Administration and implementation of operational and financial management strategies
• Administration of budgets and effective cost recovery
• Facilitation of knowledge building and knowledge sharing • Support partnerships activities at project level
• Maintenance and archiving of project documentation and management of project assets
• Perform other duties within the functional profile as assigned and deemed necessary for the efficient functioning of the office.

Administration and implementation of operational strategies focusing on achievement of the following results:

• Support full compliance of procurement activities with UNDP rules, regulations, policies and strategies in the implementation of the projects;
• Implement and guide on contract management within the project, constantly guided by legal framework of the organization and assessing/minimizing all forms of risks in procurement;
• Prepare procurement plans for the project, upload in UNDP’s Corporate ERP system (Quantum) and regularly monitor their implementation;
• Support in preparing procurement documents such as of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals; their evaluation and support the negotiation of certain conditions of contracts as may be required;
• Manage reporting requirements to Project Management on delivery of procurement services and goods;
• Prepare Purchase Orders and contracts under UNDP Corporate ERP system (Quantum);
• Evaluate offers and make recommendations for the finalization of purchases and the award of contracts; analyse and evaluate commodity tender results;
• With support from the Fiji MCO Procurement Team, prepare 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 budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

• Assist the Project Manager in day-to-day management and oversight of project activities;
• Assist in the preparation of documents for use in the formulation of the work plans, progress reports, and periodic reviews with government counterparts and project partners;
• Update work plans and budgets in the UNDP Corporate ERP system (Quantum)
• Ensure timely preparation and submission of payment requests from project partners and consultants to Finance;
• Assist with monitoring of project budget implementation/expenditures;
• Assists in the development of contacts with national and provincial government institutions and authorities, NGOs, civil society organizations, and resource persons on project matters and maintain and regularly update the contact database as needed;
• Provide necessary support to the Project Manager and project staff with complete administrative services;
• Responsible for administrative and logistical support to organization of events, workshops, and missions;
• Assist in the preparation of agendas, prepare minutes and circulate to stakeholders to include arrangements for different project related meetings;
• Prepare reports, memos, letters, presentation and other documents, using word processing, spreadsheet, MS project, MS power point, database, among others.
• Support in organizing project-related meetings and sessions with various stakeholders

Contributes to knowledge building and sharing, focusing on the achievement of the following results:

• Disseminate project reports and respond to queries from concerned stakeholders;
• Assist in carrying regular announced and unannounced spot checks to project partners
• Ensure partners’ requests for information and materials are provided in a timely manner;
• Assist with the establishment and strengthen of knowledge networks and organize knowledge sharing sessions.
• Compile success stories in particular from that have addressed key development challenges on conservation and protected area in the country;
• Contribute to knowledge networks and communities of practice.

Support partnerships activities at project level

• Be familiar with the activities of other development projects in the sector/area, establish contact and keep up-to date with their work;
• Create and maintain partnerships with local institutions, private sector in project target areas

Maintenance and archiving of project documentation and management of project assets

• Ensure all project related documentation are properly maintained in hard and electronic copies to include project document, correspondence, reports and other materials ensuring safekeeping of confidential materials by following the established filing and archiving standards and procedures for the office
• Ensure proper assets management, monitoring, recording and disposal;

Perform other duties within the functional profile as assigned and deemed necessary for the efficient functioning of the office.

 

Competencies

Core competencies

• Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact 
• Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems 
• Learn Continuously:  LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences
• Adapt with Agility: LEVEL 3: Proactively initiate and champion change, manage multiple competing demands 
• Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results
• Engage and Partner:  LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration
• Enable Diversity and Inclusion: LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity

Cross- Functional Competencies & Technical Competencies

Administration & Operations             

• Documents and records management - Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Finance            

• Contributions management - Ability to receive, record, report and manage contributions received
• Financial reporting and analysis - 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

Business Direction and Strategy      

• Business Acumen - Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks

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

Business Management           

• Resource Management - Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity

2030 Agenda: Partnerships

• SDG Finance - Public Sector Finance (Tax and domestic resource mobilization, public financial management and public expenditure)

 

Required Skills and Experience

Education:

• A professional accounting qualification from an internationally accredited institute of accountancy, and/or Advanced (Masters) University Degree in Finance and/or Accounting is required. Candidates with professional accounting qualifications from an internationally accredited institute of accountancy will have a distinct advantage.
• Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete the Finance Training and Certification Programme (FTCP), if recruited.
• Candidates satisfying the two above criteria are exempted from undertaking the UNDP Advanced Accountancy and Finance Test (AAFT).
• Candidates with MBA or master's in finance with no accountancy qualification but with relevant experience must successfully undertake the UNDP Advanced Accountancy and Finance Test (AAFT) to be eligible for shortlisting

 

Experience:

• Minimum of five (05) years with a Master’s degree or seven (07) years with a Bachelor’s degree of progressive relevant experience in the area of resource management of programme projects and financial reporting in UNDP/and or UN agency.
• Strong understanding of the Finance and Accounting policies of UN and/or UNDP.
• Demonstrated experience in financial audit and assurance process of programme projects.
• In depth knowledge of the ERP Financials, Peoplesoft and any other corporate tools such as Hyperion and PowerBi.
• Demonstrated knowledge and experience in the usage of computers and office software packages (MS Word, Excel, etc.) and working knowledge of spreadsheet and database packages, as well as experience in the handling of web-based management systems.
• Excellent interpersonal and communication skills. 
• Work experience in developing countries.
• Demonstrated experience in financial management and oversight, including managing multi-donor budgets and meeting donor reporting requirements. 
• Demonstrated working experience with UN assignments and/or multilateral and bi-lateral aid organizations in the financial management of implementing partners and responsible parties.
• Demonstrated experience of work in various aspects of administration including general administrative, procurement and human resources.
• Experience in development of learning and training materials for finance, project management and implementing partners.
• Demonstrated extensive experience in developing grant budget proposals, estimation and costing of detailed budgets of development projects.
• Ability to work independently, take initiative, proactive, reliable and impartial.
• Ability to make a sound analysis of the situation, assess likely risks and develop possible solutions.

Required Languages

• Fluency oral and written English is required.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

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