Project Finance and Administration Specialist

Job Description Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below: Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates) Tier 2: Staff holding UNDP temporary appointments (TA), personnel on regular PSA contracts and Expert and Specialist UNVs with host entity UNDP Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates 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. Resilience is one of UNDP’s six signature solutions – alongside poverty and inequality, environment, energy, governance, 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 supporting countries and communities in building resilience to diverse shocks and crises, including conflict, climate change, disasters and epidemics. Climate change is expected to bring Tonga serious impacts that include more heavy rainfall events, severe tropical cyclones and extreme sea level events, which will require adaptation for people, infrastructure, and coastal ecosystems. Tonga faces a potential long-term threat from permanent inundation and wave-driven flooding, with studies suggesting significant community displacement (World Bank, 2021a). The largest island, Tongatapu, which holds around 74% of the population (74,320), faces significant frequent flooding risks and potential permanent losses from sea level rise (SLR) without future adaptation measures. This population is expected to grow as Tongans relocate from outlying islands to Tongatapu. With most of Tongatapu’s populated areas only 1m above sea level, SLR could inundate many settlements without adequate adaptation strategies. Geographic isolation and economic vulnerabilities, including dependence on remittance and foreign aid, exacerbate the challenges faced by communities and decision-makers, compounding the risks associated with climate change. The project therefore seeks to address coastal inundation in critical areas through immediate coastal protection measures in the northeastern parts of Tongatapu, while fostering long term adaptation measures through the provision of critical climate risk information and planning tools supported through key training, knowledge sharing and capacity. The project also proposes a transformative adaptation approach through the establishment and support for multi-stakeholder decision making on critical adaptation needs and land use planning. Ongoing climate change threats, risk, and impacts to date have challenged Tonga and brought the issue of transformative adaptation to the forefront. Therefore, the overall objective for the project is to support the transformative adaptation agenda setting through a participatory process; supporting development and spatial planning (community development plans, district plans and island strategic plans) to consider climate risks and promote appropriate and transformative adaptation options. Specifically, these are to be achieved through three key outputs: Output 1 Strengthened knowledge, capacity and engagement for incorporating climate risks into long-term adaptation planning supported through multi-sectoral, multi-stakeholder engagement and dialogue platform. Output 2 Strengthened national and local capacities for effective monitoring and assessment of climate risks Output 3 Reduced vulnerabilities of coastal communities in Hahake to climate hazards through coastal protection measures Duties and Responsibilities The Finance and Administration Specialist work under the general supervision of the Project Manager and collaborates closely with the PMU. Under the overall guidance of the Project Manager, the Finance and Admin Specialist is responsible for ensuring the highest efficiency in financial resources management and the provision of accurate, thoroughly researched and documented financial information, effective delivery of financial services, and transparent utilization of financial resources. The Finance and Admin Specialist is expected to: Provision of administrative services 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; analyze 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 management of project finance and budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results: • Guide the Project Manager in day-to-day management and oversight of project finance activities; • Contribute to 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; • Guide with monitoring of project budget implementation/expenditures; • Advise and support 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; • Facilitate 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. • Facilitate 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; • Support in carrying out regular announced and unannounced spot inspections on project partners. Ensure partners’ requests for information and materials are provided in a timely manner; • Facilitate in 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. Build strategic partnerships 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; 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 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 & Technical competencies: 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 Business Direction & Strategy • 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 Procurement • Contract management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations Business Management • Project Management: Ability to plan, organize, prioritize, and control resources, procedures, and protocols to achieve specific goals. • Communication: 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 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 & Operations • Assets management: Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP- AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information 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. • A first-level university degree (bachelor’s degree) in the areas mentioned above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree • 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. • CIPS level 4 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the of application will have a proportionate advantage. Experience: • Minimum of five (5) years (with a master’s degree) or seven (7) years (with a bachelor’s degree) of progressive relevant experience in the area of resource management of programme projects and/or financial reporting in UNDP/UN Agency or an international development agency. Required Skills: • Experience and in-depth knowledge of Accounting and Financial Reporting software is required • 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. Desired Skills: • Demonstrated experience in financial audit and assurance process of projects. • Demonstrated experience in financial management and oversight, including managing multi-donor budgets and meeting donor reporting requirements. • Experience from previous UN assignments and/or multilateral and bi-lateral aid organizations. • Demonstrated experience of work in various aspects of administration including general administrative, procurement and human resources. • Demonstrated extensive experience in developing grant budget proposals, estimation and costing of detailed budgets of development projects. Required Languages: • Fluency in English and Tongan 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. Scam alert UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.