Job Description

Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0 UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1 Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2 UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. The Fiji multi-country office covers ten countries including Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu as well as provides support to regional initiatives. This position is located at the UNDP Pacific sub-office in Pohnpei State in the Federated States of Micronesia which was established in October 2021. This office is set up to serve the Federated States of Micronesia, Kiribati, Nauru, Palau and the Republic of the Marshall Islands. The office will work closely with the UNDP Pacific office in Fiji to deliver the UNDP multi-country programme document (MCPD, 2023-2027) in these five countries.

UNDP in the Pacific has developed its multi-country programme document (MCPD, 2023-2027) to guide its interventions in the next five years in full alignment and directly to contribute to the United Nations Sustainable Development Cooperation Framework (UNSDCF, 2023–27). The Office covers 10 countries in the Pacific with an extensive portfolio which has grown over time. The UNSDCF and UNDP MCPD are designed in full alignment with the 2030 agenda, Samoa Pathway, and 2050 Blue Content Strategy, which is endorsed by the Pacific Island Countries (PICs) among others. The UNDP Pacific Office next five-year plan strategic priorities are encapsulated under three outcome areas: (i) Planet, (ii) Prosperity, and (iii) Peace. Following a strategic review process which was completed in June 2022, UNDP Pacific office structure is aligned to the emerging priorities of the office. In this regard, the programme portfolio will include mutually reinforcing work streams crafted around two clusters (i) Resilience and Climate Change; and ii) Inclusive growth and Effective governance, supported by a policy and innovation team, Operations team, Management and Oversight team that provides strategic guidance on results Management and compliance entrusted with the corporate alignment, programme finance management and quality assurance, and strategic communications team that provides knowledge management and communication support to all programme interventions.

Within the Pacific Office Multi-Country Office (MCO), the Programme team has a responsibility of developing, providing oversight and ensure adherence to the quality standards of UNDP’s projects and programmes in full alignment with the priorities set out in the MCPD and UNSDCF during the design, implementation, and closure of projects and programme. Programme Staff provide high-level advice to all PICs supported by UNDP on programming, technical issues covered under the MCPD, advocate for UNDP corporate messages and engage partners including governments, private sector, development partners, civil society organizations, UNDP corporate bodies including regional and Headquarters to coordinate and catalyze knowledge, lessons learning and partnerships to design effective and innovative programmes. Programme team further oversees effective implementation of the multi-country programme and its outcomes and strategic direction of UNDP, contribution to UN cooperation framework. It also plays important role in strategic planning in close consultation with the Management and oversight unit, target-setting, and results monitoring/reporting. The team further ensures that quality principles as per the UNDP policies and guidelines are adhered to during the entire cycle of programming and across management of portfolios. Strategic partnerships support resource mobilization and identify strategic programme areas of cooperation for new initiatives, including joint programming opportunities. Programme team is responsible to maintain effective partnerships with relevant development partners and government, UN Agencies, IFIs, government institutions, bilateral and multilateral donors, private sector, and civil society in the designated support areas.

Duties and Responsibilities

1. Ensures effective support to planning, implementation, monitoring and timely reporting:
   • Ensures support in collection, analysis and presentation of background information for preparation and formulation of CCA, UNSDCF, MCPD and other strategic documents and policy papers.
   • Compiles information, development and presentation of background information for the formulation of project documents, work plans, budgets, and proposals within the assigned portfolio.
   • Provides inputs to the CO planning, monitoring and reporting documents (corporate, regional and CO systems and platforms).
   • Contributes to the analysis of information on donors, partners, including provision of information on projects funded through government cost-sharing.
   • Ensures support in project planning, monitoring and evaluation, and day-to-day project management, including project communication and reporting, as required.
   • Contributes with research data to concept notes, project ideas, funding proposals, policy briefs etc.
   • Supports the development of new pipeline projects and provides inputs and updates on the pipeline information.
   • Supports monitoring and timely preparation of information and reports according to approved project documents, corporate timelines, and CO requirements.
   • Supports integration of gender considerations in all programmes/projects from the design to implementation, including planning and budgeting, implementation, monitoring and evaluation, as well as reporting in line with and using the corporate gender equality commitments, tools and strategies.
   • Participates and contributes to the programme team meetings, preparation and implementation of the workplans and implements assigned activities under the respective plans.
   • Supports the achievement of performance targets in line with CO plans and priorities.
   • Monitors and ensures timely operational and final closure of projects within the portfolio.
   • Undertakes quality assurance for projects information in corporate systems and open data platforms in accordance with UNDP’s policies and procedures, as needed.
2. Provides operational and financial management support to the Programme team and the country office:
   • Supports planning, monitoring and reporting of programmes and projects pertaining to budget and resource management, and ensures support in quality control of financial resource management, flagging any deviations or bottlenecks.
   • Reviews financial/expenditure reports; prepares and submits payment and other programe/project-related requests; implements corrective actions in line with UNDP rules and regulations.
   • Reviews project budgets and budget revisions to ensure matching with available resources in projects.
   • Raises e-requisitions for CO-supported NIM projects and ensures that vouchers processed are matched and completed, and transactions are correctly recorded and posted in ERP.
   • Drafts TOR(s) for consultant(s) to be hired by CO-supported NIM projects.
   • Assists in preparing micro-purchasing, RFQ, RFP and similar procurement documentary requirements for CO-supported NIM projects.
   • Assists in gathering requirements for vendor registration from CO-supported NIM projects.
   • Assists in travel arrangement for project activities where necessary.
   • Supports in data entries, including relevant cost-recovery rates and their distribution, as required.
   • Enters budget and revisions into the ERP and ensures appropriate documentation management.
   • Checks CDR Bridge and provides support in verification of Combined Delivery Reports and follow-up on their signing by UNDP and Implementing Partners, as required.
   • Supports tracking of programme delivery and in implementation of acceleration or corrective measures.
   • Provides support in follow-up to recommendations from audits and assessments (e.g., CO/DIM/NIM Audits, evaluations).
   • Ensures uploading of required documentation in the corporate systems.
   • Ensures regular monitoring of contribution agreements milestones and flags potential delays in attainment of milestones for timely corrective measures.
3. Provides support to implementation of business processes, quality assurance and oversight of programmes:
   • Supports development and implementation of standard operating procedures for the CO and projects.
   • Ensures that business processes are followed by MCO and project teams in line with the UNDP regulations and rules and the UNDP internal control framework.
   • Supports quality assurance processes, including regular updates of project information and risk registers are made by project and programme teams.
   • Assists in quality assurance processes of the Country Office in accordance with UNDP’s policies and procedures, as needed.
   • Supports oversight and monitoring processes of the Country Office in implementation of the Harmonized Approach to Cash Transfer (HACT) framework, including assurance plans and assurance activities.
   • Supports the oversight measures of NIM projects (incl. monitoring support of cash advances and liquidation, required capacity assessments, etc.)
   • Ensures efficient update and follow-up to the DIM/NIM project audits in the UNDP CARDS system.
   • Implements effective internal controls, and proper functioning of a client-oriented financial resources management system.
   • Supports in the establishment of the effective mechanisms within the team and Country Office focusing on efficient delivery of development results.
4. Facilitates Learning, Knowledge Management and Self Development:
   • Assists the programme unit in capturing, codifying, synthesizing lessons from evaluations and assessments and helps in sharing and accumulating best practices and experience across teams and the region.
   • Facilitates peer reviewing, commenting on, and seeking to improve, the quality of projects, good practices, guidelines, and other documents, as required.
   • Supports organization of training and workshops for CO and project personnel on project management, financial management, and ERP use.
   • Supports in provision of guidance to implementing partners on project management and implementation, administrative procedures, monitoring and reporting in compliance with POPP.
   • Participates in events and provides sound contributions to knowledge networks and communities of practice.
   • Develops and carries out a personal professional development and learning plan as agreed with the supervisor.
5. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

As a member of the Programme team, and under the supervision of the Programme Analyst, the Programme Associate provides support primarily to the leadership in execution of services in his or her Programme Team, and supports the formulation, planning and management of the UNDP FSM programme by managing data and facilitating programme implementation. The Programme Associate promotes a client-oriented approach consistent with UNDP rules and regulations and backstops as necessary the Programme Associates in his or her Programme Team.

The Programme Associate works in close collaboration with the operations, programme and projects’ personnel in the MCO and UNDP HQs as required for resolving complex programme and finance-related issues and exchange of information.

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
Business Direction & Strategy
Strategic Thinking

Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities, linking the vision to reality on the ground, and creating tangible solutions

Ability to leverage learning from a variety of source to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and wats forward look like for UNDP

Business Direction & Strategy
System Thinking
Ability to use objective problem analysis and judgment to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system
Business Management
Results-based Management
Ability to manage programmes and projects with focus on improved performance and demonstrable results
Business Management
Resources Management
Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity
Business Management
Internal Reporting and Accountability
Ability to create internal reporting and accountability processes and standards
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
Ethics
UN Policy Knowledge - Ethics
Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Required Skills and Experience

Education:

• Secondary Education is required; OR University Degree (Bachelor’s degree) in Business Administration, Management, Public Administration, Economics, Social Studies or related fields will be given due consideration but not a requirement.
• Specialized certification in Programme or Project Management (e.g., MSP or PRINCE-2) or Accounting and/or Finance is a distinct advantage.

Experience:

• Minimum 6 years (with secondary education) or 3 years (with Bachelor degree) of progressively responsible administrative, finance or programme experience is required at the national or international level.

Required Skills:

• Proficient user of computers and office software packages (MS Word, Excel, etc.) is required.

Desired skills:

• Knowledge of ERP platforms (Oracle etc.) and experience in handling web-based management systems is highly desirable.
• Knowledge of UNDP’s policies and procedures on programme or project finance is desirable.

Equal opportunity

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.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

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.