Project Associate (Open to Tier 1 & 2 applicants)
Job Description
Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:
Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates)
Tier 2: Staff holding UNDP temporary appointments (TA), personnel on regular PSA contracts and Expert and Specialist UNVs with host entity UNDP
Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates
Background
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
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 be working under the overall guidance of the Project Manager and under direct line management of Project Finance Analyst.
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 Overall Effective And Efficient Management And Monitoring Of The Select Projects By Contributing To Day To Day Administrative, Finance And Asset Management
Core Competencies
Business Management
Required Skills and Experience
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.
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.
Right to select multiple candidates
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.
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.
Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:
Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates)
Tier 2: Staff holding UNDP temporary appointments (TA), personnel on regular PSA contracts and Expert and Specialist UNVs with host entity UNDP
Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates
Background
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.
- 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
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 be working under the overall guidance of the Project Manager and under direct line management of Project Finance Analyst.
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 Overall Effective And Efficient Management And Monitoring Of The Select Projects By Contributing To Day To Day Administrative, Finance And Asset Management
- Contribute to the development and updating of project’s annual and quarterly work plans, procurement plan and financial and physical progress reports;
- Maintenance of the internal expenditures control system including budget checks and timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
- Keep track of the delivery of the project and contracted parties, frequently report to the select Program Manager/ Project Coordinators on the delivery situation;
- Work closely with the Programme Team, Results and Quality Team, and Finance staff to ensure efficient and transparent use of project resources in line with approved budgets and within UNDP rules and regulations;
- Support to the conduct of annual project reviews, audits, monitoring missions, evaluations
- Support in the contract management of the project to ensure that deliverables are met on a timely manner;
- Support timely operational and financial closure of a project, determination of unutilized funds and processing operational/financial closure of projects;
- Support in drafting terms of reference and support the recruitment and management of national and international consultants, subject matter experts, consulting firms, and other such resources.
- Provide and coordinate project-related administrative and on-site logistics support for inspection, delivery and acceptance of goods and services;
- Ensure efficient arrangement of meetings, events and other Project-related events, as well as day-to-day transportation and mission travel requirements;
- Coordination of travel arrangements including preparation of travel requests, coordinates with travel unit for travel authorizations, ticket bookings, and visa requirements;
- Support to the conduct of annual project reviews, audits, monitoring missions, evaluations.
- Support in the maintenance of the project records, filing systems and safekeeping of documents for uploading and archiving;
- Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
- Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
- Full compliance of operational activities with UNDP rules, regulations, policies, and strategies;
- Provision of inputs to the CO administrative business processes and implementation of the internal standard operating procedures (SOPs);
- Undertake administrative, finance and procurement procedures on a timely manner such as travel processing, liquidations of cash advances, processing of payments to suppliers, canvassing/collection of price quotations and payment of utilities;
- Support to small-value procurement and coordinating with the suppliers for the delivery of goods and services;
- Raise requisitions as required and register as general user role in QUANTUM;
- Provision of inputs to the project team results-oriented workplan.
- Coordination of assets management in the unit, timely preparation and submission of periodic inventory reports (SAE, RADT, and others);
- Coordination of the provision of reliable and quality office supplies.
- Support to organization of trainings and events;
- Provision of inputs to lessons learnt and best practices in programme including meeting documentation, drafting of communication letters, and logging of minutes from project and partner meetings;
- Sound contributions to knowledge networks and communities of practice;
- Support in preparation of Corporate Requirements including but not limited to annual work plan, quarterly report, and annual report of the project.
- Provide training on the UNDP CO administrative business processes and implementation of the internal standard operating procedures (SOPs) to new programme and project staff.
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
Business Management
- Digital Awareness and Literacy. Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.
- Working with Evidence and Data. Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making
- 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.
- Operations Management. Ability to effectively plan, organize and oversee the operation's business processes in order to convert its assets into the best results in the most efficient manner, Knowledge of relevant concepts and mechanisms
- Knowledge Generation. Ability to research and turn information into usual knowledge, relevant for context, or responsive to a stated need
- Procurement Management. The ability to acquire goods, services or works from an outside external source
- Relationship Management. Ability to engage with a wide range of public and private partners build, sustain and/or strengthen working relations, trust and mutual understanding
Required Skills and Experience
- Completion of secondary education is required.
- University degree (Bachelor’s degree) in Business, Public Administration, Accounting, Economics, Social Sciences, or related fields, preferably with a specialization in finance, resource management, project management will be given due consideration , but is not a requirement.
- 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.
- Minimum of seven (7) years with High School Diploma or four (4) years with Bachelor Degree of relevant experience in finance and administration preferably in a project management/ operations setting involving a multi-lateral/international funding agency.
- At least 4 years demonstrated experience in project financial management, including preparation of budgets, annual work plans, and financial reporting is required.
- At least 4 years experience in handling of web-based management systems and ERP financials, preferably Oracle (Quantum);
- At least 4 years work experience in support of a project or program with local government units
- At least 4 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 3 years' experience in admin and finance with foreign aid supported projects, development organizations, non-government organizations or international organization is an advantage;
- Certification on CIPS or other procurement certification body is an advantage
- At least 3 years proven experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc.);
- Knowledge of UN or UNDP financial rules, policies and procedures is an advantage.
- English and Filipino
- Certifications in finance, accounting and procurement are an advantage
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.
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.
Right to select multiple candidates
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.
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.