National Internship - Project Associate

Location : Dili, Timor Leste

Application Deadline : 21-Mar-21

(Midnight New York, USA)

Additional Category : Democratic Governance and Peacebuilding

Type of Contract : Internship

Post Level : Intern

Languages Required : English

Starting Date : (date when the selected candidate is expected to start)

01-Apr-2021

Duration of Initial Contract : 2 months

Expected Duration of Assignment : 2 months

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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.

Background

The United Nations Development Programme (UNDP), as central in the United Nation's global development network, is mandated to take upon an advisory role in driving the Sustainable Development Agenda, based on Member State's priorities and each country context. Currently, the UNDP is present in 170 countries.

Anchored in the 2030 Agenda for the Sustainable Development Goals (SDGs) and committed to the principles of universality, equality and leaving no one behind, the UNDP has issued the UNDP Strategic Plan 2018-2021 as guideline to help countries achieve SDGs by focusing UNDP's competence and expertise on three sets of development settings: 1. Eradicate poverty in all its forms and dimensions; 2. Accelerate structural transformation for sustainable development (addressing inequalities & exclusions, transitioning to zero-carbon development & building a more inclusive accountable governance system); 3. Build resilience to shocks and crises.

Aligned with the Strategic Plan, UNDP supports the National Government of Timor-Leste at the policy and program implementation level, working overall to support country's national priorities to:

  • Reduce inequalities, including by gender, to ensure inclusive development;
  • Improve access to social protection;
  • Improve natural resources management and address issues in climate change mitigation and adaptation for a greener and resilient development;
  • Enhanced access to justice and more accountable public institutions.

UNDP is working with the Government of Timor-Leste to support the development of ICTs in pre-secondary and secondary education. In order to ensure efficient implementation of the project, UNDP is looking to recruit a person that will be responsible for administration, monitoring and project implementation support.

Duties and Responsibilities

Under the supervision of the Project Manager/Coordinator in close consultation with the Financial Operation Unit of the UNDP Country Office, the Administration and Finance Officer will ensure grant implementation and related activities of ICT Project are implemented in a timely manner in strict accordance with UNDP's set rules, guidelines and procedures.

The Project Associate will have the opportunity to learn and share knowledge about UNDP policies and procedures related to HR and procurement and additionally to technically support project implementation.

Ensure administration of budgets and implementation of finance processes in line with operational procedures:

  • Support to manage the budget agreement to be implemented by the project to achieve the performance indicators in line with set timelines within the scope of approved budgets and work Plans;
  • Prepare and modify budget in the operational system as per orientation of the project board, CTA, PM or UNDP designated program management;
  • Perform the task under the supervision of the Project Manager/Coordinator and the Finance and operations Analyst on the Budget issues of planning, programmatic and operational processes and ensuring reaching of planned deliverables;
  • Financial and substantive monitoring and evaluation of the budgets, identification of operational and financial problems, development of solutions;
  • Prepare and submit financial ad-hoc report and Project manager and UNDP designated official;
  • Liaise with partners on budgets implementation, reporting, information sharing and further work planning.
  • Maintenance of accounts receivables for the programme and inform PM and Project Board on need to follow up on contributions;
  • Prepare and monitor all expenditures thorough a shadow accounting-tracking mechanism so the precise financial status of the programme is maintained;
  • Ensure all financial and related management of the Programme;
  • Provide financial input to prepare the Work Plan of the Programme.

Principle accounting, cash management and administrative support functions:

  • Support the preparation of requests for payments, requisitions and required vouchers and ensure that all payments and receipts are in compliance with the UNDP Rules and Regulations.
  • Ensure control of supporting documents for payments
  • Support to maintenance of internal expenditures control system, which ensures that vouchers and all transactions are correctly processed and recorded in Atlas system.
  • Ensure that payrolls, travel claims, or any other financial entitlement are duly processed and ensure timely correction actions on any financial or budget errors
  • Ensure proper filling and record of all transactions
  • Full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to UNDSS/UNDP rules, regulations, policies and strategies
  • Perform any other tasks as required by the PM, Finance assistant and Project Board or designated programme official

Project implementation support:

  • Participate in project meetings with beneficiaries and donors.
  • Support project team to prepare technical documents and liaise with donor.
  • Support the development of project monitoring reports and documents.
  • Support the ICT project implementation in the schools in Dili.
  • Support the development of new project proposals.

Knowledge Building and sharing:

  • Participate in trainings related with administration/management and finance
  • Contribute to sharing lessons learned and knowledge with the project staff or related CO staff

Functional Competencies and Critical Success Factors: In addition to specific tasks, the Finance and Project Manager is expected to carry out work with professional standards demonstrating the skills and behaviors as listed below.

Operational Effectiveness

  • Providing guidance on policies and procedures.
  • Time management for tasks' deadline.
  • IT skills, knowledge of office software packages.
  • Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported.
  • Ability to review a variety of data identifies and adjusts discrepancies, identify and resolve operational problems.
  • Strong interpersonal skills and ability to handle visitors, phone calls with tact and courtesy.

Self-Management

  • Responsibility for one's own work and actions.
  • Focusing on results for the project implementation and responding positively to feedback.
  • Working with energy and a positive and constructive attitude.
  • Good self-control even under pressure.
  • Interacting with others in a professional and respectful manner.
  • Managing own time and tasks effectively and efficiently.
  • Carefully checking own work in terms of accuracy and completeness.
  • Highly self-motivated.

Knowledge Management and Learning

  • Sharing knowledge and experience with colleagues.
  • Actively working towards continuing personal learning and applying newly acquired skills.
  • Demonstrating openness to improve and ability to manage complexities.

Competencies

Advocacy/Advancing a Policy-Oriented Agenda

Level 1.2: preparing information for advocacy

  • Identifies and communicates relevant information for a variety of audiences for advocating UNDP's mandate
  • Maintains a functioning network of contacts with a variety of stakeholders to promote a better understanding of UNDP's mandate and to support advocacy efforts

Building Strategic Partnerships

Level 1.2: Maintaining a network of contacts

  • Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues
  • Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders
  • Establishes and nurtures positive communication with partners Promoting Organizational Learning and Knowledge Sharing

Level 1.2: Basic research and analysis

  • Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
  • Documents and analyses innovative strategies and new approaches Job Knowledge/Technical Expertise

Level 1.2: Fundamental knowledge of own discipline

  • Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Analyzes the requirements and synthesizes proposals
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments
  • Creating Visibility for UNDP/Supporting UNDP's Capacity to Advocate

Level 1.2: Research and data analysis

  • Promotes awareness of UNDP's centrally to development through dissemination of information and materials
  • Maintains networks and knowledge assets for use in visibility and image activities

Global Leadership and Advocacy for UNDP's Goals

Level 1.2.: Preparing information for global advocacy

  • Identifies and communicates relevant information for advocacy for UNDP's goals for a variety of audiences
  • Maintains a functioning network of contacts in the media and civil society, to promote a better understanding of UNDP's mandate and to support advocacy efforts

Conceptual Innovation in the Provision of Technical Expertise

Level 1.2: Research and analysis

  • Keeps updated in his/her area of substantive expertise
  • Identifies opportunities for conceptual innovation Client Orientation

Level 1.2: Establishing effective client relationships

  • Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients

Core Competencies:

  • Demonstrating/safeguarding ethics and integrity
  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Acting as a team player and facilitating team work
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  • Informed and transparent decision making

Impact of Results The key results have an impact on the overall project efficiency in financial resources management and success in implementation of operational strategies. In addition, the intern will have the opportunity to learn and develop his/her capacity. Accurate analysis and presentation of financial information enhances UNDP credibility in use of financial resources and proper financial process management. The information provided facilitates decision making of the project management.

Required Skills and Experience

Applicants to the UNDP internship programme must at the time of application meet one of the following requirements: (a) Be enrolled in a graduate school programme (university degree or equivalent, or higher) - in Finance, Business development, Administration, HR, Project Management or related areas.

(b) Be enrolled in the final academic year of a first university degree programme (minimum Bachelor's level or equivalent); As define in (a). (c) Have graduated with a university degree (as defined in (a) and (b) above) and, if selected, must start the internship within one-year of graduation. As define in (a).

Stipends and Insurance Stipends:

  • Interns may be given a stipend under the conditions prescribed in the section on stipends, below. Costs and arrangement for travel, visas, passports, accommodation and living expenses are the responsibility of: a. The nominating institution, related institution or government, which may provide the required financial assistance to its students; or b. The intern.
  • Where an intern is not financially supported by any institution or programme, such as a university, government, foundation or scholarship programme, a stiped intended to help cover basic daily expenses related to the internship, such as meals and transportation at the duty station, must be paid by the receiving office.
  • The monthly amount of the stipend wil be determined for each duty station based on the stiped rates published yearly by the OHR Policy and Compensatoin Unit. The stipend will be paid on a monthly basis and part-time internship arrangements are prorated accordingly.
  • Where an intern is financially supported by an institution, government or third party, UNDP will, subject to the rules of such institution, government or third party, pay the intern the difference, if any, between the external financial support provided and the applicable UNDP Stipend.
  • No other payments of any kind will be made to an intern by the office in connection with an internship agreement. Insurance :
  • Interns are responsible for securing adequate medical insurance for the duration of their internship with UNDP and must provide a medical certificate of good health prior to starting the internship. UNDP will not reimburse the medical insurance of the intern. Any costs arising from accidents and illness incurred during an internship assignment will be the responsibility of the intern.
  • Selected candidate for internships must show proof of valid medica insurance for the duty station in which they will intern. Applicants that are neither nationals nor residents of the duty station, the insurance must include adequate coverage in the event of an injury or illness during the internship duration which: a) Requires transportation to the home country or country of residence for further treatment; b) Results in death and requires preparation and return of the remain to the home country, or country of residence.

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This vacancy is archived.

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