Project Administrative and Finance Associate - Stronpla Meri Stronpla Nesen

UNDP in Papua New Guinea has been working with national partners to address gender-based violence (GBV) for more than a decade, leading efforts including support for the historic work of Papua New Guinea’s Special Parliamentary Committee on GBV, as well as institutional support to national and provincial governments and non-government stakeholders. UNDP seeks to leverage its existing relationships with critical partners working in the GBV space to strengthen referral pathways, with a specific focus on improving law enforcement outcomes and strengthening services to GBV survivors. 

The UNDP Papua New Guinea Country Office has a growing Gender portfolio covering a wide range of work and services to its partners and clients in line with the key priorities of the PNG Government and UNDP Country Programme Document.       

The overall goal of the Strongpla Meri, Strongpla Nesen project is to leverage its existing relationships with critical partners working in the GBV space to strengthen referral pathways, with a specific focus on improving law enforcement outcomes and strengthening services to GBV survivors. 

UNDP proposes three main areas of work under this project, which build on its existing engagements with national partners to ensure that additional funding can be utilised to achieve immediate impacts. These are presented below: 

1.  Law enforcement (e.g., FSVUs, CID) across the country supported to more effectively provide services to address gender-based violence, including through improved case management & capacity. 

2.  Communications campaign rolled out to build community understanding of the role of law enforcement in addressing GBV, in particular to the referral pathway. 

3.  Services for GBV survivors delivered through the establishment and/or expansion of safe houses.

Under the overall supervision of the Project Manager,  the Project Administrative and Finance Associate carries out a range of tasks related to project planning and implementation. The Project Administrative and Finance Associate supports the Strongpla Meri, Strongpla Nesen Project team in project implementation processes (such as procurement, recruitment, travel, payments, reporting and administrative taks), initiates implementation of actions and follows up on implementation with the UNDP PNG CO. In close coordination with the CO Operations Units, the Project Administrative and Finance Associate 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  Administrative and Finance Associate works in close collaboration with the project staff and CO operations units to ensure smooth and timely management of inputs as well as other Project Administrators to coordinate activities and seek synergies.

Key Functions:

1. Project planning, management support, and AWP formulation
2. Project implementation in a timely and effective manner according to plans and in consistency with SOPs:
3. Project administration according to the SOPs:

1. Project planning and AWP formulation:

• Prepare inputs to formulation of AWPs
• Provide inputs to detailed implementation plans
• Assist in formulation of budgets
• Assist in formulation of procurement and HR plans
• Assist in revision of AWPs, periodic revisions of procurement/HR plans ensuring that plans are updated in a timely manner and in close coordination of UNDP Country Office (Programme, HR and Procurement Teams)
• Assist in arranging logistics, preparing agenda and coordinating with related stakeholders for organizing workshops as and when required
• Assist in minutes taking for program/project meetings and in drafting research reports as required

1. Project implemented timely and effectively according to plans and in consistency with CO SOP:

• Initiate procurement actions for ICs, goods, works and services and recruitment of positions according to HR and procurement plans. Prepare requests for recruitment and contracting in UNDP format and according to CO SOPs 
• Compile supporting documents for procurement and recruitments processes and ensure that supporting documents are complete and in line with the SOPs
• Create e-requisitions in Quantum to initiate procurement processes, ensure the accuracy of the COA of the e-requisitions, follow up with senior management for approval. Revise e-requisitions as necessary
• Promptly follow up with 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 in accordance with the SOPs 
• Prepare payment requests and submit to CO. Ensure accuracy of COA of all payment requests 
• Prepare receipts in Quantum
• Provide administrative and logistics support to the Project activities, such as development and printing out of registration forms, printing out of the agendas and training material, assist with development and printing out the training certificates and other, as required
• Provide administrative and logistics support during the Project activities such us signing of the registration forms, delivery and collection of pre and post test and evaluation forms and others
• Liaise with service provides such as workshop venue, catering and event organizers on the selection and payment process and delivery of service or goods as required
• Quantum profile: General User

1. Project administered timely and efficiently in accordance to UNDP procedures:

• Arrange work plan of drivers and supervise implementation. Ensure that vehicle logs are properly maintained
• Assist in preparation of project progress reports for donors and Country Office and in monitoring and analysing data
• Assist with risk management in Quantum
• 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 supervision of 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 filing system for the project