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 United Nations Development Programme (UNDP) in PNG has been actively engaged in Women, Peace, and Security (WPS) and peacebuilding initiatives for more than a decade, with programming primarily centred on facilitating the sustained implementation of the Bougainville Peace Agreement in the Autonomous Region of Bougainville and promoting peacebuilding and conflict mitigation efforts in Hela and the Southern Highlands provinces, with a strong focus on women and youth empowerment.
Under the Gender and Governance, Peace and Social Cohesion Outcomes outlined in UNDP’s Country Programme Document and within the UN Highlands Joint Programme, UNDP implements the ‘Empower Her-PNG Peace Initiatives’ project. This project aims to empower women and girls while enhancing the capacity of key actors to strengthen the Women, Peace, and Security agenda in PNG. It does so through targeted support to policy frameworks and the roll-out of impactful, measurable local initiatives in the Hela and Southern Highlands provinces, as well as the Autonomous Region of Bougainville. The project’s main aim is to clearly develop a national WPS, implement specific outcomes in two pilot regions, and, importantly, align these initiatives with ongoing women’s, peace, and development initiatives led by the Government of PNG, UN agencies, and other developmental partners.
The ‘Empower Her-PNG Peace Initiatives’ project focuses on implementing critical WPS interventions that include:
Outcome 1: An enabling environment is created and strengthened for the active participation of women in decision-making and leadership roles.
Outcome 2: Women, men, and communities proactively advance the Women, Peace, and Security priorities through improved women’s access to justice and women-led initiatives in conflict resolution, peacebuilding, and post-conflict recovery in the Highlands of PNG.
Outcome 3: Women meaningfully participate and lead in peace and security processes that contribute to sustaining peace and resilience in the Autonomous Bougainville Government (ABG).
Under the supervision of the Project Manager and close collaboration with the project focal points in CO Operations Units, Security Unit and the Office of Financial Management and Oversight, the Project Officer carries out a range of tasks related to project activities planning, implementation, procurements, and administration. The Project Officer supports the project team in project implementation processes (such as procurement, recruitment, travel and payments), initiates activities, and follows up on implementation with the UNDP PNG CO. In close coordination with the CO Operations Units, the Project Officer 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 Officer works in close collaboration with the Project staff and CO operations units to ensure smooth and timely input management, as well as with other Project Administrators to coordinate activities and seek synergies.
The position will be based in Mount Hagen, with significant time spent in Hela and Southern Highlands Provinces.
Duties and Responsibilities
The Project Officer will be responsible for the following key functions.
- Project planning, management support, and AWP formulation
- Project day-to-day management
- Project Procurement implementation in a timely and effective manner according to plans and in consistency with UNDP’s policies and procedures
- Project administration according to the UNDP policies and procedures
Project planning and AWP formulation:
- Prepare inputs to the formulation of AWPs
- Provide inputs to detailed implementation plans
- Assist in the formulation of budgets
- Assist in the formulation of procurement and HR plans
- Assist in the revision of AWPs and procurement and HR plans, ensuring that plans are updated promptly and in close coordination with the UNDP Country Office (Programme, HR and Procurement Teams)
- Assist in arranging logistics, preparing agenda and coordinating with related stakeholders for organising workshops as and when required
- Assist in minutes taking for project meetings and in drafting research reports as required
Project day-to-day management
- Establish project annual and quarterly targets
- Apply Results Based Management tools
- Support finalization of contribution agreement; determination of required revisions; coordination of the mandatory and budget re-phasing exercises
- Oversee project procurements and administrative tasks
- Support implementation of the project HR plan and closely coordinate with the CO HR unit on the recruitment and separation of project staff
- Undertake financial and substantive monitoring of the project, identify operational and financial problems, and develop solutions
- Undertake field monitoring of the project activities and results
- Participate in the audit of the project and Follow up on audit recommendations
- Support drafting quarterly, mid-year and final project reports
- Facilitate operational and financial closure of the project
Project Procurement plan is implemented timely and effectively according to plans and in consistency with the UNDP policies and procedures:
- Initiate procurement actions for ICs, goods, works, and services, as well as recruitment of positions according to HR and procurement plans. Prepare requests for recruitment and contracting in UNDP format and according to UNDP policies and procedures
- Compile supporting documents for procurement and recruitment processes and ensure that supporting documents are complete and in line with the UNDP policies and procedures
- Create e-requisitions in QUANTUM to initiate procurement processes, ensure the accuracy of the COA of the e-requisitions, and follow up with senior management for approval. Revise e-requisitions as necessary
- Promptly follow up with UNDP CO units on pending actions (procurement, recruitment, travel, transportation, etc.)
- Create e-requisitions for travel and prepare TAs, submit and follow up with UNDP CO Travel Unit per the UNDP policies and procedures
- Prepare payment requests and submit them to CO. Ensure the accuracy of COA of all payment requests
- Prepare receipts in QUANTUM
Project administered timely and efficiently according to UNDP policies and procedures:
- 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 the supervision of the 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 the 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.
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:
2030 Agenda: Peace
- Conflict Prevention, Peacebuilding and Responsive Institutions: National and sub-national capacities for planning, financing, coordination and crisis management
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
Business Management
- Project Management: Ability to plan, organise, prioritise and control resources, procedures and protocols to achieve specific goals
Agenda 2030: Engagement and effectiveness
- Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, cash disbursements, etc
Finance
- Financial planning and budgeting: Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting
Procurement
- Procurement management: The ability to acquire goods, services or works from an outside external source
Required Skills and Experience
Education:
- Advanced University degree (Master’s degree or equivalent) in Project Management, sustainable development, international development, women-peace-security, conflict studies or any related field is required, or
- A first-level university degree (Bachelor´s degree) in project management, sustainable development, international development, women’s peace and security, conflict studies, or any related field in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree
Experience:
- Minimum 2 years (with Master’s degree) or 4 years (with Bachelor´s degree) of relevant working experience in project development and management, sustainable development, international development, women-peace-security, conflict studies or any related field.
- Experience in project cycle management in the public or private sector or international organisations is required.
- Microsoft Office, Windows-based applications, integrated web-based management systems, spreadsheets and databases
- Experience in the UN organisation is an asset
- Display cultural, gender, religion, race, nationality and age sensitivity and adaptability
- Demonstrate/safeguard ethics and integrity
- Demonstrate corporate knowledge and sound judgment
- A team player and contribute to teamwork
- Create and promote open communication in the team, communicating effectively
- Create synergies through self-control
- Has experience in managing projects in the field
- Can organize events, workshops, and roundtables
- Drafting newsletters, project flyers, social media contents, etc
- Understand the main processes and methods of work regarding the position
- Possesses basic knowledge of organisational 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 to work assignments
Required Languages:
- Fluency in English and Tok Pisin is required.
Disclaimer
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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