Project Finance And Administration Specialist (tonga Coastal Resilience Project)

Organizational Context

The UNDP is a leading UN organization for sustainable development, fighting poverty, inequality, and climate change. Its Fiji multi-country office covers ten Pacific nations, including Tonga, guided by the MCPD (2023-2027) and UNSDCF (2023–27). This office supports countries in building resilience to diverse shocks. The role supports the Tonga Coastal Resilience Project, addressing coastal inundation and fostering transformative adaptation in critical areas of Tongatapu.

Job Purpose

Under the Project Manager's guidance, the Finance and Administration Specialist ensures highly efficient financial resource management, providing accurate, thoroughly researched, and documented financial information. The role is crucial for the effective delivery of financial services and transparent utilization of financial resources for the Tonga Coastal Resilience Project. This project aims to address coastal inundation in critical areas of Tongatapu through immediate protection measures and long-term adaptation strategies. It fosters transformative adaptation by providing critical climate risk information, planning tools, and supporting multi-stakeholder decision-making for development and spatial planning. The specialist's contribution is vital for achieving the project's overall objective: supporting the transformative adaptation agenda through participatory processes and spatial planning to consider climate risks. Specifically, this role helps achieve strengthened knowledge and capacity for adaptation planning, enhanced national and local capacities for climate risk monitoring, and reduced vulnerabilities of coastal communities to climate hazards.

Responsibilities

The specialist provides comprehensive administrative and financial support to the Tonga Coastal Resilience Project, ensuring efficient resource management and transparent utilization. Key responsibilities include ensuring full compliance of procurement activities with UNDP rules, implementing contract management, preparing and monitoring procurement plans, and processing procurement documents and purchase orders. The role involves guiding the Project Manager on daily financial activities, contributing to work plan and budget formulation, updating budgets in UNDP's ERP system (Quantum), and monitoring project expenditures. The specialist also ensures timely payment processing and supports the development of contacts with national and provincial government institutions, NGOs, and civil society organizations. Administrative duties encompass providing logistical support for events, workshops, and missions, preparing meeting agendas and minutes, and drafting various reports and documents. Furthermore, the role contributes to knowledge building and sharing by disseminating project reports, facilitating knowledge networks, and compiling success stories. Maintaining and archiving project documentation, both hard and electronic copies, and ensuring proper asset management, monitoring, recording, and disposal are also critical functions for the efficient operation of the project.

Work Experience

Minimum of five years (with Master's) or seven years (with Bachelor's) of progressive relevant experience in resource management of programme projects and/or financial reporting, preferably within UNDP/UN or an international development agency. Required experience includes in-depth knowledge of Accounting and Financial Reporting software, and proficiency in office software (MS Word, Excel) and web-based management systems. Desirable experience includes financial audit, multi-donor budget management, UN assignments, and general administration, procurement, and human resources.

Skills

Core competencies include achieving results, innovative thinking, continuous learning, adaptability, determination, engaging and partnering, and enabling diversity and inclusion. Technical skills encompass general accounting, system thinking, contract management, project management, communication, relationship management, and assets management, including knowledge of policies, procedures, and financial statement preparation for property, plant, and equipment.

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