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 UNDP Pacific Office in Fiji is supporting Election Management Bodies (EMBs) and democratic strengthening through several elections projects operating under an elections portfolio. The Pacific Elections Assistance Programme (PEAP) and the Voter Outreach for Transparent Elections (VOTE) Fiji project aim to strengthen electoral processes across the Pacific region.

The PEAP is designed to enhance electoral institutional capacity, decision-making, and professional development across Pacific Island Countries (PICs). Through technical assistance, information exchanges, and multilateral cooperation, PEAP supports EMBs and national governments in deepening their electoral capabilities, while also promoting civic education tailored to the Pacific context.

The VOTE Fiji project focuses on improving the electoral environment in Fiji by reinforcing the Fijian Elections Office’s transparency and civic awareness efforts. The project prioritises gender-sensitive approaches and aims to foster a more inclusive and representative democracy. Key outputs include advancing civic and voter education, improving election curricula for youth, enhancing operational efficiency, and strengthening election security.

These Projects align with the UNDP Multi-Country Program Document (2023-2027) Strategic Plan outcome, "No-one left behind," which centers on equitable access to opportunities and a rights-based approach to ongoing human agency and human development. The project's outputs directly contribute to the United Nations Sustainable Development Cooperation Framework (UNSDCF), Country Programme Document (CPD), and Regional Programme Document (RPD).

Duties and Responsibilities

The Project Administrative Associate will work under the Elections portfolio under the supervision of the VOTE Fiji/PEAP Deputy Project Manager.

Under the supervision of the Deputy Project Manager, the Project Administrative Associate will work in line with the duties and responsibilities outlined below:

Project Management support:

• Contribute to the preparation of annual work plans, budgets and procurement plans for electoral projects..
• Support project recruitments and personnel management by preparing submission of documents for contracts and contract extensions for advertisements and assisted the recruitment process initiatives.
• Regularly update and maintain contracts database and payment dashboard of commitments and expenditures such as consultant, payment of goods and services.
• Supports procurement and other operational functions of the election projects.
• Timely preparation and submission of proposals, project progress reports, and assist in compiling financial reports to the UNDP and implementing partners management.
• Provide support to project/technical staff on the preparation of the annual events, including project board meeting, field studies, specialized workshops and conferences.

Administration support:

• Coordinate and facilitate all administrative and logistical arrangements for meetings, trainings, workshops, and travel arrangements required by the projects.
• Undertake administrative, travel, procurement related functions, and asset management tasks in full compliance with UNDP rules, regulations, and policies.
• Exercise proper control and maintenance of e-filing of supporting documents for payments, including staff files, manage consultants filing systems and safekeeping of confidential materials.
• Liaison with implementing partners, staff and with UNDP relevant units for the timely and efficient support of the above referred services.

Support knowledge building, knowledge sharing and capacity building relevant to the project.

• Participate in training and organize briefings on internal procedures for the project personnel.
• 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 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 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 Direction & Strategy

• Strategic Thinking. Develop effective strategies and prioritised plans in line with UNDP’s mission and objectives, based on the systemic analysis of challenges, opportunities and potential risks; link the general vision to reality on the ground to create tangible targeted solutions; learn from a variety of sources to anticipate and effectively respond to both current and future trends; demonstrate foresight.
• Business Acumen. Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome Ability to make good judgments and quick decisions within such frameworks Knowledge and understanding of the operational frameworks in the organization.

Business Management

• Partnerships Management Build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies.
• Project Management. Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.

Administration & Operations

• Documents and records management. Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
• Travel contract management. Knowledge of policy and procedures related to contract management, incl. oversight of the Long Term Agreement (LTA) with the Travel Management Services (TMS) provider; UN airline agreement management covering all major and rail providers; ability to negotiate airline discounts.

2030 Agenda: Engagement & Effectiveness

• Effectiveness. Project Quality Assurance

Required Skills and Experience

Education:

• Secondary education is required.
• University Degree (bachelor´s degree) in Governance, Public Administration, Economics, Political or Social Sciences, or related fields will be given due consideration, but is not a requirement.
  

Experience:

• A minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of progressively responsible administrative or project experience is required at the national or international level.

Required skills :

• 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.

Desired skills in addition to the competencies covered in the Competencies section:

• Previous work experience within UNDP or another UN agency.
• Experience in organising administrative and logistics for multiple regional events.
• Experience in multi-tasking roles and work in a team including demonstration of interpersonal skills.
• Demonstrated work experiences in multiple projects.
• Experience in working in a computer environment using multiple office software packages includingQuantum.

Required Language(s):

• Fluency in English is required.
• Working knowledge of local languages itaukei/ Fiji Hindi is an asset.

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.

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.