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.

In May 2025, the Philippines will hold both midterm national elections and the first regular elections for the Bangsamoro Parliament in Bangsamoro Autonomous Region in Muslim Mindanao (BARMM). The elections are pivotal, marking a critical step in establishing a fully functioning government within the BARMM. This underlines the need to support and expand the democratic space for political and governance work to flourish in a region where poverty reduction and security for all have been a high priority.

The upcoming elections in BARMM face several challenges, including a risk of widespread voter disenfranchisement especially among women, indigenous peoples, youth, and other vulnerable populations. Moreover, there is a concerning lack of voter awareness about the Parliament's role and powers, including the recently promulgated implementing Rules and Regulations of the Bangsamoro Electoral Code. To help address these challenges, UNDP and with funding support from the Embassy of Japan seeks to assist the Commission on Elections (COMELEC) in ensuring inclusive elections.

UNDP is looking for a Project Associate, who will be working under the Project Management Unit (PMU) based in UNDP Cotabato Field Office. This involves working closely with the UNDP Institutions and Partnerships Programme (I&P) Team, UNDP Cotabato Field Office, Commission on Elections (COMELEC), and other stakeholders to ensure that the project has achieved its intended objectives. Overall direction and guidance shall be provided by the UNDP Team Leader for Institutions and Partnerships (I&P) Programme while day-to-day supervision shall be performed by the Project Manager with oversight from the Head of UNDP Cotabato Field Office and I&P Programme Analyst.

Duties and Responsibilities

Provides support to overall effective and efficient management and monitoring of project:

• Contribute to the development of project's annual and quarterly work plans, procurement plan and financial and physical progress reports;
• Keep track of the delivery of the project and contracted parties, frequently report to the Project Manager on the delivery situation;
• 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;
• Work closely with the Programme Team, Results and Quality Team, and Finance Team 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 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.

Ensures implementation of operational strategies, focusing on achievement of the following results:

• 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, 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;
• Raise requisitions as required and register as general user role in Quantum.
• Provision of inputs to the project team results-oriented workplan

Ensures efficient administrative support, focusing on achievement of the following results:

• Coordination of travel arrangements such as preparation of travel requests, coordination with travel unit for travel authorizations, booking and reservation of hotel rooms, ticket bookings, and visa.
• Support to the organization of workshops and meetings including transportation services, booking of conference room, compiling of documents, arranging of equipment, among other similar administrative activities.
• Maintaining and accurate, and reliable filing system;

Provides support to proper supply and assets management, focusing on achievement of the following result:

• Coordination of assets management in the unit, timely preparation and submission of periodic inventory reports.
• Coordination of the provision of reliable and quality office supplies.

Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• 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.
• In collaboration with the Programme Analyst, support the implementation of the common activities of the Programme Team and the Country Office in general.

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

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 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:

Business Management

• 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

Procurement

• Procurement Management: The ability to acquire goods, services or works from an outside external source
• Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/ or practical situations

Finance

• Accounting (General): Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations
• Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets
• 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
• Financial reporting and analysis: Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance

Required Skills and Experience

Education:

• Secondary Education is required.
• University degree (bachelor's degree) in Business Administration, Management, Entrepreneurship, Accounting, Economics, Finance or related field will be given due consideration, but not a requirement.
• Certifications in finance, accounting and procurement are an advantage

Experience:

• Minimum of seven (7) years (with secondary education) or four (4) years (with bachelor's degree) of relevant experience in administrative, financial, procurement, and logistics support at the national or international level is required.
• Knowledge on the use of basic information and communications technology (ICT) and proficiency in Microsoft Office applications is required.
• At least 2 years demonstrated experience and capacity in project/business, financial management, including preparations of budgets, annual workplans, project delivery or progress reports and financial reports is required.
• At least 1 year work experience in support of a project or program on governance and electoral reform is desired.
• At least 2 years work experience in administrative, financial and/or procurement support to UN projects and the use of online enterprise risk management platforms is an advantage.
• At least 2 working experience with UN agency/mission, an NGO/INGO, or government is an asset.
• Previous work experience at the international environment and in Mindanao is an asset.

Required Languages:

• Fluency in English and Filipino languages is required

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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