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 build integrated, lasting solutions for people and the planet. The Fiji multi-country office covers ten countries, including the Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu, as well as provide support to regional initiatives.ย
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, 2023โ27). 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. ย The UNDP Pacific Office's next five-year plan strategic priorities are encapsulated under three outcome areas: (i) Planet, (ii) Prosperity, and (iii) Peace.
Resilience is one of UNDPโs six signature solutions โ 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 UNDPโs 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.
Tuvalu, with a land area of 26km2, is the fourth smallest nation in the world, with a population of about 10,000. Due to its geographical remoteness and relatively limited size of the economy, it is one of the least developed countries. It is also one of the most vulnerable countries in the world to the impact of climate change induced sea-level rise and intensifying storm events. Recent cyclones have already shown large-scale population displacement, significant loss and damage of agriculture resources and infrastructure, contamination of water supplies, coastal erosion, and scouring, impacting the long-term sustainable development of the country.
As such, in response to this climate challenge, the Government of Tuvalu has recently received funding confirmation from the Government of Australia to fund an estimated 8ha of raised land protecting an additional estimated 800m of densely populated and exposed foreshore. ย The project will be known as the Tuvalu Coastal Adaptation Project, Phase 2 (TCAP 2). This project aims to reduce the vulnerability of the southern lagoon shoreline of Fogafale Island, the urban capital of Tuvalu, to the impacts of wave inundation, shoreline erosion, and inundation due to sea level rise. It follows the successful demonstration of the infrastructure work under the Green Climate Fund (GCF) resourced TCAP Project, which has built 7.3ha of newly raised safe land. TCAP2 closely follows TCAP ย design, approach, and established management safeguarding work and requirements. The foreshore that TCAP 2 will protect and enhance is a continuation of the dysfunctional shoreline protected by TCAP and the Government of Tuvaluโs similar protection work (Queen Elizabeth II Park).Thus, the TCAP 2 site starts only 50m to the south, is contiguous with TCAP, and is effectively an extension of the TCAP project.
The project has the following three main outputs.
Output 1: Construction of coastal protection infrastructure of the southern lagoon shoreline of Fongafale Island in Funafuti. This is expected to protect approximately 800 m of vulnerable shoreline on the capital as well as provide approximately 8 ha of new safe raised land (reclamation).ย Output 2: Building capacity of Tuvalu government and civil society organizations in aspects of coastal protection works, mitigation of impacts, and planning and implementation. Output 3: Undertake policy and strategic analytical studies that demonstrate the feasibility of vertical adaption (reclamation and land raising) for atoll nations like Tuvalu.The project has an established Programme Management Unit (PMU) in Funafuti, Tuvalu, with national and international professionals supporting the project and coordinating with the relevant stakeholders.
Duties and Responsibilities
The Project Administrative Analyst will report to the National Project Manager and work under overall guidance of the International Project Coordinator and close collaboration and coordination with the Administrative and Finance Specialist and Finance Analyst. ย The Project Administrative Analyst will work in close collaboration with the PMU, PSU, Consultants, Operations and Communications team at the Multi Country Office in Fiji, national stakeholders, as well the Government of Tuvalu, technical partners, UN entities, and other UNDP units and programmes.ย
Under the guidance of the TCAP International Project Coordinator, direct supervision of the National Project Manager and in close collaboration and coordination with the Finance and Administrative Specialist, the Project Administrative Analyst will ensure the effective execution of procurement, and administrative services and processes in the Project and the transparent utilization of its financial and physical resources.
The Project Administrative Analyst will promote a client-oriented approach consistent with UNDP rules and regulations. The individual will work with the project team to ensure that there is proper procurement and administrative planning, implementation, follow up, monitoring, analysis and reporting, as well as undertake corrective measure and adjustments to ensure that the procurement and administrative plans align with the approved ย project Annual Work Plan , the Project Document, and donor grant agreements.
The Project Administrative Analyst will work in close collaboration with the Project team, Procurement Support Unit (PSU) and Programme/Operations staff in the MCO, and GSSU for resolving procurement and administrative related issues and exchange of information.
Plans, formulates, implements, track, and follow-up of the project's procurement plan, as well as reporting on its progress, focusing on achievement of the following results:
Ensure full compliance with UN/UNDP and donor rules, regulations, policies, and strategies, as well as audit requirements, while effectively implementing the Internal Control Framework. Lead the preparation and submission of quarterly and annual procurement plans, and monitor their implementation, generating reports and updates to support project delivery reporting. Revise and update the procurement plan as needed, aligning with the PRODOC, donor grant requirements, approved Annual Work Plan, and project delivery targets, as well as implementation and monitoring requirements. Provide regular weekly, monthly, and ad-hoc procurement and commitment status updates and analyses to support the project, MCO, and other UNDP clients. Support project donor reporting by delivering procurement and commitment status forecasts, reports, and analyses.Ensure efficient procurement support to the project PMU, focusing on achievement of the following results:
Ensure full compliance of procurement activities with UN/UNDP and donor rules, regulations, policies, and strategies, while meeting audit requirements and implementing the Internal Control Framework, including maintaining a client-focused procurement management system. Conduct and regularly update a sourcing strategy analysis, incorporating new market developments and relevant CCA programs introduced by other partners. Develop and maintain supplier rosters, overseeing supplier selection and evaluation processes. Review procurement requests and initiate procurement procedures for goods and services. Prepare procurement documents such as Requests for Quotations (RFQs), Invitations to Bid (ITBs), or Requests for Proposals (RFPs); oversee the receipt, evaluation, and selection processes. ย Coordinate with PSU to ensure timely procurement of required services and products as outlined in the Project Procurement Plan and the Annual Work Plan. Provide inputs to the Project Coordinator and Project Manager (PM) for developing Terms of Reference (TORs) and lead the selection of services and products. Manage contracts in close collaboration with the National Project Manager (NPM), Deputy Project Manager (DPM), and the Admin./Finance Specialist based in Funafuti, Tuvalu. Assist with submissions to the Contract, Asset, and Procurement Committee (CAP) and the Advisory Committee on Procurement (ACP), as needed. Prepare payment requests in Quantum at the request of the NPM and IPC. Maintain files and records relevant to procurement cases.Provide administrative and logistical support for the project PMU, focusing on achievement of the following results:
ย Maintain and regularly update the database of contacts for project counterparts. Review and compile necessary documentation throughout the procurement process. Review and verify invoices and common service expenses charged to the PMU budget, including rent, utilities, phone, and miscellaneous expenses; Organize travel arrangements, including ticket purchase, DSA calculation, travel requests, and Purchase Order preparation, handle shipments, vehicle maintenance, and conference facility arrangements; Conduct timely surveys for DSA, travel agencies, hotels, and conference facilities; Provide communication support for all PMU staff, including electronic and hard-copy correspondence; Facilitate logistical support for all TCAP events and conferences; ย Lead in organizing board meetings and preparing draft minutes; Maintain PMU documentation in electronic and/or hard copy formats, ensuring compliance with UNDP policies and guidelines, including financial records and supporting documents for vouchers and Purchase Orders.Ensures facilitation of knowledge building and knowledge sharing in the country and the CO focusing on achievement of the following results:
Organize training sessions for operations and project staff on procurement processes. Document and share lessons learned and best practices in procurement. Make valuable contributions to knowledge networks and communities of practice. Provide guidance to project staff on UNDP administrative and reporting processes, especially regarding budgetary matters. Organize financial management training for the Government of Tuvalu. Document and share lessons learned and best practices in program and project finance. Contribute knowledge to relevant networks and communities of practice.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 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 improvementsย 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 flexibleย 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 discriminationยCross-Functional & Technical competencies:
Business Direction & Strategyย ย ย ย
System Thinkingย . 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 systemBusiness Developmentย ย ย ย
Knowledge Facilitation. Ability to animate individuals and groups, internally and externally, and to design and facilitate activities, to share and exchange knowledge, information and ideas. Knowledge of tools and approaches to stimulate active participation, contribution, and exchangeBusiness Managementย ย ย ย
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. ยAbility to manage communications internally and externally, through media, social media and other appropriate channels Monitoring and Evaluation. Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively; Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management and results. Ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming. Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools. Ability to make an independent judgement based on set criteria and benchmarks. Ability to anticipate client's upcoming needs and concerns.Administration & Operationsย ย ย ย
ERP travel and expense module. Knowledge of the ERP Travel and Expense Module; ability to provide help desk support to UNDP and other UN agenciesProcurementย ย ย ย
Procurement management. The ability to acquire goods, services or works from an outside external sourceย
Required Skills and Experience
Education:
Advanced university degree (master's degree or equivalent) in Business Administration, Public Administration, Economics, Political Sciences, Social Sciences, or related field is required, orย A first-level university degree (bachelorโs degree) in the areas stated above in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree CIPS level 3 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 time of application will have a proportionate advantage.ยExperience:
Minimum 2 years (with masterโs degree) or 4 years (with bachelorโs degree) of relevant experience at the national or international level in providing administrative and procurement services, and/or hands-on experience in procurement, administration and logistics functions of development projects. Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web-based management systems Work experience in an international organizations or government institution would be an asset. Demonstrated working experience or related in UNDP-managed projects or similar development projects will be an advantage. Demonstrated experience in working with and maintaining good relations with government counterparts and programme beneficiaries is desired. ย (e.g. Government, development partners, CSOs and private sector representatives) ย Proven track record of displaying cultural, gender, religion, race, nationality and age sensitivity and adaptability is desired.Required languages:
Fluency in English and Tuvaluan is required.ยTravel:
Will be expected to travel to project sites within Tuvalu and anywhere else as per projects need.ยEqual 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.ย
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.ย
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย 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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