Background
UNDP is the United Nations' global development agency, working with countries worldwide to tackle a wide range of development challenges. Its work is centered on three key areas: eliminating poverty in all its forms, driving structural transformations for sustainable development, and strengthening resilience against crises and shocks. The Pacific Island Countries (PICs) are characterized by expansive ocean economies and dynamic, adaptable populations. However, despite past and ongoing investments, these nations continue to face difficulties in building diversified economies that provide inclusive services and withstand external shocks and the growing impacts of climate change. Given the limited scale of their economies, PICs cannot address all challenges independently. Therefore, strengthening public investment and revenue management is crucialโparticularly through empowering accountable officials to ensure fiscal decisions remain aligned with basic service delivery and national development priorities.
The โAccountable Public Finances to serve Pacific people โ Vaka Pasifikaโ project (hereafter Vaka ย Pasifika project) aims to strengthen the governance mechanisms enabling Pacific countries to deliver calibrated public services to meet specific needs of the people. Funded by the European Union, the projectโs focus is to ensure that scarce Pacific resources are better managed and the base available for achieving national development goals will be increased. This will require PIC economies to establish stable and reliable regulations implementing the right mix of creativity and rigor informed by ground reality.ย
The project helps in:
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Duties and Responsibilities
The successful candidate will report to the Project Manager.
Administrative and Operational Support
Provide administrative assistance for Vaka Pasifika Project. Perform administrative support functions to facilitate the implementation of the project activities, including personnel matters, attendance records, facilitating missions, office maintenance, reception/registry. ย Assure smooth operational running of the project by following established operational rules and procedures, including preparation of the supporting documentation for contracts, agreements and payments. Participate in project activities (meetings, round tables, conferences); assist with preparation, implementation and follow-up, and take meeting minutes. Maintain the project information calendar in MS Teams. Assist in meetings and draft minutes and correspondence as requested.Logistics and Event Management
Provide logistical support, including travel arrangements, accommodation, visas, and tickets for project staff. Keep updated project inventory and ensure adherence to UNDP regulations on equipment use, storage, maintenance, and disposal. Support logistic preparation for events and workshops. Lead travel arrangements for event participants. Ensure attendance lists are signed.Procurement and Knowledge Sharing
Facilitate the procurement and delivery of goods and services through tender/canvas processes in line with SOP. Support the organization of procurement processes, including vendor creation and e-requisitions. Contribute to the preparation of annual and detailed implementation work plans, procurement plans, and reports in accordance with UNDP and donor requirements. Support the preparation of analysis, infographics, and presentationsย Provide sound contributions to knowledge networks and communities of practice.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
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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 discriminationย
Cross-Functional & Technical competencies:
Business Management ย ย ย ย ย
Communication. Communicate in a clear, concise and unambiguous manner both throughยwritten 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 ย ย ย ย ย Customer Satisfaction/Client Management. Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.ย ย ย ย ย
Administration & Operations ย ย ย ย ย
Documents and records management. Overall document (hard or electronic) management; registry and retention policy including storing and archiving ย ย ย ย ย Events management (including retreats, trainings and meetings). Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. ย ย ย ย ยย
Required Skills and Experience
Education:
Secondary education completion is required. University Degree (bachelorยดs degree) in Business Administration, Management, Economics, Human Resources, Finance, Accounting, Social Science or other related fields will be given due consideration, but it is not a requirement.Experience:
Minimum of seven (7) years (with secondary education) or 4 years (with bachelorโs degree) ย of work experience in administration or programme support services is required. Practical experience of working in the field of administration, finance, programme/project support or other relevant fieldsย Work experience within UNDP or another UN agency. Experience of working in international organizations/projects. Experience in organising logistics for regional events. Experience in working in a computer environment using multiple office software packages, experience in ATLAS/Quantum.Required languages:
Fluency in English and Fijian and/or Fiji Hindi is required.ยTravel:
Include any official travel expected to be associated with performing the functions.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.
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.
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