Project Associate

Job Description

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.

UNDP has been working with national and international partners in the Philippines on the issue of the green and circular economy. UNDP is working with the European Union in implementing the EU Philippines Green Economy Programme (The Programme). The Programme aims to support the Philippines’ transition towards a green economy, including circular economy, reducing waste and plastic, as well as increasing energy efficiency and renewable energy deployment to support climate change mitigation. The Programme acknowledges that the transition to circular economy will have other added benefits such as reduction of the use of energy and greenhouse gas emissions, improve biodiversity and natural capital, decreased pollution levels, and climate change adaptation.

The Programme Addresses Three Main Levels

• Establishing a Policy Dialogue Platform at the central government level to mobilize EU expertise to facilitate policy formulation, improve city-to-city collaboration through supporting the development of a National Circular Economy Strategy and Roadmap, extend the dialogue to promote renewable energy/energy efficiency, and to apply the dialogue’s outcomes;
• Working with local government units (LGUs) where EU expertise will support to define and implement circular economy, climate change, and energy policies with a human rights and gender-responsive perspective, outreach and support of local business and civil society, and support less advanced LGUs;
• Enhancing engagement of the private and financial sectors into the circular waste economy creating better conditions for private sector investment by supporting business-driven waste reduction strategies and circular solutions in the production process.
  
  
  

The Programme Has 4 Specific Objectives

• SO1: Improved circular economy and climate change policies and reduced GHG emissions
• SO2: Enhanced practices of the circular economy by the LGUs in collaboration with the private sector and civil society sector, with a focus on youth and gender equality
• SO3: Enhanced engagement of the private and financial sectors in circular, waste-reduction economy
• SO4: Increased energy efficiency and renewable energy deployment
  
  
  

UNDP is responsible for the implementation and execution of SO2 “Enhanced practices of the circular economy by the LGUs in collaboration with the private sector” with about EUR 23 million funding.

The project will be implemented in at least 20 local government units across the country that will receive the core project interventions.

UNDP Philippines has expertise and experience working with LGUs, and cities to support project development, programme formulation, and policy actions. There are currently ongoing related programmes in the sphere of circular economy which are being implemented and executed by UNDP Philippines.

A key element of the work of UNDP in the field of circular economy is the development of a portfolio of projects, identifying the sources of financing, potential sources of investments - (grants, loans, blended finance, etc.), developing partnerships and designing investment vehicles to match appropriate partners and project proponents in the circular economy sphere in the Philippines.

UNDP Philippines takes overall responsibility and accountability for the delivery of the project outputs. It will be accountable for managing the project, including the monitoring and evaluation of project interventions, achieving project results, and for the effective use of resources, in compliance with UNDP rules and regulations, policies and procedures. These include relevant requirements on fiduciary, procurement, environmental and social safeguards, and other performance standards.

The day-to-day implementation of the project will be led by a Project Manager within a Project Management Unit (PMU) responsible for ensuring that the project achieves the expected targets to the required quality standards and within the specified time and budget allocations. The Project Manager will be supported by a national Deputy Project Manager, project support team, technical staff and a pool of contractors to carry out the deliverables of the project. Technical and programmatic backstopping will also be provided by UNDP Country Office teams and in the Bangkok Regional Hub.

Duties And Responsibilities

The Project Associate will provide effective finance and administrative support to the implementation of the Project and is expected to analyze and interpret the financial rules and regulations of UNDP, as well as other corporate policies and processes on project and procurement management to accelerate the delivery of outputs.

The Project Associate is expected to provide support in identifying solutions to issues related to finance, logistics, and day-to-day office administrative activities, while promoting a collaborative, client-focused, quality, and results-oriented service.

The Project Associate works in close collaboration with the Project Finance Analyst, Operations, Finance, and Results and Quality teams to resolve issues related to project delivery.

• Support to Project Management and Fund Financial Management focusing on achievement of following results:
• Ensure full compliance with UNDP Programme and Operations Policies and Procedures (POPP) and funder (Europian Union) of financial activities and financial recording/reporting system;
• Contribute to the development of the project’s annual work plan and procurement plan;
• Maintain financial integrity and ensure effective use of project resources;
• Maintain the internal expenditures control system, including budget checks and corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
• Perform designated role in management of Quantum system subject to access granted by the UNDP Philippines office;
• Prepare non-PO vouchers for the project and Process documents for cash advance, liquidation, and reimbursements in a timely manner, for submission to and approval of the Project Manager, Programme Team Leader, and the UNDP Finance Officer;
• Assist in the preparation of progress reports, quarterly financial reports, and provide advice to project staff on UNDP administrative and programme reporting, particularly on budgetary issues.
• Periodically monitor dashboards and exceptions; and identify remedial actions in coordination with the Project Finance Analyst;
• Work closely with Project Finance Analyst and Programme and Finance staff to ensure efficient and transparent use of project resources in line with approved budgets and within UNDP rules and regulations;
• Prepare quality and timely financial reports, as per UNDP financial rules and regulations and;
• Coordinate with Programme Team in timely updating of Programme matrices for project monitoring.
• Support resource mobilization, human resources management, and efficient and effective administrative and logistical services focusing on achievement of the following results:
• Ensure proper coordination and availability of all project documents for any internal and external audit requirements;
• Ensure all project documents are properly filed and accessible, in collaboration with the Project Administrative Associate and Project Operations Associate, when required by the Project Manager, UNDP, consultants, and other PMU staff; and
• Ensure provision of logistical services, such as arrangement of meetings, workshops, and other Project related events, as well as day-today transportation and mission travel requirements.
• Support knowledge building, knowledge sharing and capacity building relevant to the project.
• Participate in training and organize briefings on internal procedures for the project staff. Provide support to other capacity building activities, including to the design and delivery of tools, materials for workshops, or platforms that tap into the collective intelligence of communities and mobilize action.
• Provide support in the dissemination and sharing of relevant data and lessons learned within the CO and regionally. Keep pulse on emerging best practices nationally, regionally, and internationally that relate to the work of the assigned project.
• Make sound contributions to knowledge networks and communities of practice. Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners.
  
  
  

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core

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

Thematic Area Name Definition

Administration & Operations

Events management (including retreats, trainings and meetings)

• Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
  
  
  

Administration & Operations

Documents and records management

• Overall document (hard or electronic) management; registry and retention policy including storing and archiving
  
  
  

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
  
  
  

Business Management Monitoring

• Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results
  
  
  

Business Management Monitoring

• Ability to effectively plan, organise, and oversee the organisations business processes in order to convert its assets into the best results in the most efficient manner.
• Knowledge of relevant concepts and mechanisms
  
  
  

Business Direction & Strategy Communication

• Ability to 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.
  
  
  

Education

Required Skills and Experience

• Secondary education is required.
• University degree in Business, Public Administration, Accounting, Economics, Social Sciences, ,in finance, resource management, project management or related fields,will be given due consideration but it’s not a requirement
  
  
  

Experience

• Minimum of six (06) years (with High School Diploma) or three (03) years (with Bachelor Degree) of relevant experience in finance and/or administration preferably in a project management/operations setting involving a multi-lateral/international funding agency.
• Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages
• At least 3 years demonstrated experience in project financial management, including preparation of budgets, annual work plans, and financial reporting is required.
• At least 3 years experience in the financial management of foreign aid supported projects, development organizations, non-government organizations or international organization
• At least 3 years experience in performing a variety of standard tasks related to screening and collecting of project documentation, projects data entering preparation of revisions, filing, provision of information, and reporting
• At least 2 years experience in handling of web-based management systems and ERP financials, preferably Oracle (Quantum)
• Knowledge of UN or UNDP financial rules, policies and procedures
  
  
  

Required Languages

English and Filipino

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

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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