Project Coordinator, Apia, Samoa

Organization: UNDP - United Nations Development Programme

Country: Samoa

Field location: Apia, Samoa

Office: UNDP in Apia

Closing date: Friday, 6 November 2020

Job ID: 33322

Practice Area - Job Family: Environment and Energy

Vacancy End Date: (Midnight New York, USA) 06/11/2020

Duty Station: Apia, Samoa

Education & Work Experience: G-Bachelor’s Level Degree - 2 year(s) experience, I-Master’s Level Degree - 0 year(s) experience

Languages: English, Samoan

Grade: SB4

Vacancy Type: Service Contract (SC)

Posting Type: External

Bureau: Asia & the Pacific

Contract Duration: Initial 12 months

Samoan nationals only are eligible to apply;
Women candidates are encouraged to apply.

Background

In accordance with its commitments as a Party as mandated by Article 12 of the UNFCCC and subsequent CoP decisions, Samoa will prepare and submit its Third National Communication (TNC) and First Biennial Update Report (FBUR) to the Conference of Parties (CoP) of the UNFCCC. The project is implemented by UNDP and the Government of Samoa via the Ministry of Natural Resources and Environment. The project aims to update the information provided regarding national circumstances, inventories of greenhouse gases (GHG), policies and measures undertaken to mitigate climate change, assessments of vulnerability to climate change and steps taken to adapt, and promote increased awareness and understanding of critical importance of climate change to its sustainable development. The project will also increase the national technical and institutional capacities in preparing the NC/BUR and assisting the Government to integrate climate change issues into sectoral and national development priorities that directly contribute to achieving Sustainable Development Goal 13: Climate Action.

The implementation of the project objectives will support Samoa’s preparation of a high-quality National Communication and Biennial Update Report to be submitted to the UNFCCC in a timely manner. As GHG inventories are a key component of both the National Communication and Biennial Update Report, the project will take a learning-by-doing approach, to the extent possible taking into account limited staffs trained in populating and managing the GHG Inventory. In this way, the project intends to catalyze the institutionalization of knowledge among the national participating experts and partner institutions involved in the development of national GHG Inventory, in particular to improve quality control and quality assurance of the inventory’s data.

Given the findings from the last Second National Communication (2010) and the Intended National Determined Contributions (2015), important challenges remain. Although the exercises to prepare these reports have resulted in increased capacities to collect and manage data and information to carry out, for example vulnerability assessments, critical data and information gaps remain. Greater collaboration and institutional coordination is needed to ensure that critical understanding of the data and information needs for all sectors are adequately understood in order to move forward with policy implementation. While financing from the international community is available, it remains fragmented and insufficient at the local level, which is important to the pursuit of better adaptation practices.

SCOPE OF WORK:

The Project Coordinator will work closely with the ACEO of Climate Change and GEF Division of the MNRE and UNDP MCO Samoa in the coordination and management of daily activities and the organization of local travel for national/international experts. He/she will also be responsible for all administrative (contractual, organizational and logistical) and all accounting (disbursements, record-keeping, cash management) matters under the Project.

Duties and Responsibilities

1. Ensures implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:

Monitoring and promoting full compliance of the project with UNDP rules, regulations, and policies of financial activities, financial recording/reporting system; and implementation of effective internal controls;
Elaboration of proposals for, and implementation of, cost saving and reduction strategies;
Routinely monitoring financial exception reports for unusual activities, transactions, and investigates anomalies.

2. Ensures effective project finance management, including optimal cost recovery, focusing on the achievement of the following results:

Support continuous disaggregated analysis and monitoring of the financial resources (regular and other resources) of the projects; and preparation of quarterly financial reports for the project on progress of delivery and presentation of cashflow forecasts;
Identification of issues and monitoring resolution;
Works closely with the Ministry of Natural Resources and Environment during project implementation, including support to timely preparation of annual work plans and budgets during implementation, and monitoring/support of day to day management of budget execution to ensure that project financial resources are used in line with the approved work plan.

3. Ensures full compliance with the Harmonized Approach to Cash Transfers (HACT) and audit policies, focusing on achievement of the following results:

Support the implementation of the Harmonized Approach to Cash Transfers (HACT) and any other audit services in UNDP Samoa Multi-Country Office, including the procurement, timely planning and conducting of HACT micro assessment, macro assessments and assurance activities in full compliance with the UNDP policy and procedures on HACT;
Ensure that the specific risks identified in the micro assessments are incorporated into project risk logs, as appropriate, and that they are followed up on;
Support the preparations for and coordination/facilitation of MCO/DIM/HACT audits;
Formulation of quality draft management responses and follow up on timely implementation of recommendations. This includes provision of technical guidance to projects and MCO units in the development of action plans for follow up on implementation of audit recommendations and reporting, and tracking of progress.

4. Ensures facilitation of knowledge building and knowledge sharing on project finance matters, focusing on the achievement of the following results:

Providing guidance as needed to project manager and project staff;
Organization/conduct of training for the project personnel as well as personnel of partner entities involved in implementation on financial planning and management, monitoring and reporting;
Synthesis of lessons learned and best practices in project finance.

5. Other Duties and Responsibilities:

Support the day-to-day operations of the project, particularly with respect to the provision of technical services and support;
Provide general financial and administrative support to the management and implementation of the project;
Ensure that necessary financial, procurement, disbursement and personnel matters are effectively addressed;
Perform project budget cycle: planning, preparation, revisions, and budget execution;
Compile and/or prepare the documentation necessary for the procurement of services, goods and supplies under the project;
Maintain the project’s files, supporting documentations and financial database;
Monitor project expenditures, ensuring that no expenditure is incurred before it has been authorized;
Maintain the project’s disbursement ledger and journal;
Prepare internal and external correspondence for the project;
Maintain files and assist in the preparation of documentation in advance of and following all meetings, edit reports and other documents for correctness of form and content;
Check and advise the relevant parties on compliance with the requirement on the efficient and transparent utilization of available project financial resources;
Check and advise the relevant parties on compliance with the requirement of as per agreed schedule implementation of all project financial activities within the approved budget, for the timely delivery of the required project outputs;
Assist in organizing meetings, trainings and workshops;
Assist in organizing and coordinating information exchange between participating institutions and internationally;
Co-ordinate and assist in travel arrangements for project personnel or for representatives within the thematic working groups;
Assist in the preparation of documents related to project activities;
Undertake other administrative/financial duties as requested by the Implementing Partner;
Tags cash management cash transfer climate change data management financial management financial reporting financial resources greenhouse gases information exchange information needs ipsas knowledge management knowledge sharing logistics monitoring and reporting natural resources peoplesoft procurement project expenditures project finance project implementation project manager project personnel public administration quality control sustainable development trainings

Perform all other financial management-related duties upon request.

Competencies

Core Competencies:

Innovation

Ability to make new and useful ideas work .

Leadership

Ability to persuade others to follow .

People Management

Ability to improve performance and satisfaction.

Communication

Ability to listen, adapt, persuade and transform.

Delivery

Ability to get things done while exercising good judgement.

Technical/ Functional Competencies:

Knowledge Management

Ability to capture, develop, share and effectively use information and knowledge;
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

Ability to perform/advice on (as appropriate) a variety of specialized tasks related to administrative support, including project data management support, reporting, and logistics for project implementation.

Self-Management

Focuses on result for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure;
Demonstrates openness to change and ability to manage complexities;
Good inter-personal and teamwork skills, networking aptitude, ability to work in multi-cultural environment.

Financial Reporting & Analysis

Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner.

Team Building

Ability to work effectively with diverse groups of professionals towards common goals.

Communication

Ability to effectively communicate intensions and requirements to internal and external stakeholders.

Accounting (General)

Knowledge of accounting concepts, principles, regulations and policies and ability to apply to strategic and/or practical situations.

Audit

Ability to examine and verify records.

Required Skills and Experience

Education:

Advanced university degree (Master’s degree) in Accounting and Finance, Business, Public Administration, Economics, or related field, or a first-level university degree (Bachelor’s degree) in one of the above disciplines in combination with two additional years of qualifying experience;
An advanced professional qualification in accounting like CA/CPA from an internationally recognized institution of accountancy would be accepted in lieu of a University Degree.

Experience:

Minimum of 3 years of working experience in the area of project administration/accounting required;
Demonstrated ability to cope with spreadsheets and book-keeping;
Experience in Government and in interdepartmental procedures;
Familiarity with environmental issues and UNFCCC preferred;
Relevant experience in financial management, project support or operational systems management, with demonstrated ability in managing resources and budgets;
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web- based management systems. Experience with ERP systems, preferably PeopleSoft, is desirable;
Knowledge of IPSAS and/or IFRS is required for external candidates;
Strong time-management, organizational and inter-personal skills;
Excellent computer knowledge (Word, Excel, Power Point, etc).

Language Requirements:

Fluency in English and Samoan both written and verbal.

Other:

Only Samoan nationals are eligible to apply;
Women candidates are encouraged to apply;
Remuneration package for this position ranges from $56,500.00 to $83,100.00.

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

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