Background
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's 2022-2025 Strategic Plan highlights our continued commitment to eradicating poverty, accompanying countries in their pathways towards the SDGs, and working towards supporting countries in achieving their multilateral agreements. To create the transformative changes needed to address our planetary crisis, nations are rapidly swinging into action to implement the Kunming-Montreal Global Biodiversity Framework (KMGBF), adopted at the fifteenth meeting of the Conference of Parties to the United Nations Convention on Biological Diversity (CBD) in 2022. Parties are committed to revising and updating their NBSAPs to align with the KMGBF or to align national biodiversity targets by the sixteenth Conference of the Parties in October 2024. Parties are further expected to prepare a Seventh National Report to the CBD by February 2026, which provides an assessment of progress. Biodiversity finance plans will also be ready to support the adequate and timely mobilization of resources for effective NBSAP implementation and reporting.
Timor Leste, as an eligible Convention on Biological Diversity Party since 2007, with financing from the Global Environment Facility (GEF) under its Enabling Activity window, will the support from UNDP will implement the following biodiversity project:
GEF Global Biodiversity Framework Early Action Support GEF-8 Umbrella Programme to Support Development of Biodiversity Finance Plans GEF-8 Umbrella Programme to Support NBSAP and 7th National ReportThe first ‘GEF-7 Global Biodiversity Framework Early Action Support’ project aims to support countries in aligning their NBSAPs with the new Framework, focusing on aligning national targets, assessing monitoring systems, strengthening policy and institutional coherence, and undertaking biodiversity finance activities. The second project ‘the GEF-8 Umbrella Programme to Support Development of Biodiversity Finance Plans’ aims to support a transformative process for biodiversity finance by providing support to develop baseline diagnostics to assess the policy and institutional biodiversity framework and national biodiversity expenditures, estimate finance needs, and develop a national biodiversity finance plan to mobilize resources at scale to implement the KMGBF. Lastly, the ‘GEF-8 Umbrella Programme to Support NBSAP Update and Seventh National Reports’ aims to build on the foundational work of the GBF-EAS project and to support revise, update, and implement NBSAPs that reflect the KMGBF and its global targets. Parties will additionally be supported to prepare high-quality, data-driven, and gender-responsive Seventh National Reports to the CBD.
These three strategic GEF projects for biodiversity planning, finance, implementation, and reporting will be implemented complimentary to promote synergies, ensure project resources are utilized effectively, and avoid duplication of efforts. Against this background, UNDP is seeking the support of a Project Coordinator to support implementation of the biodiversity programs. The Project Coordinator will support implementation of project activities in alignment with national commitments to the United Nations Convention on Biological Diversity and in close coordination with the relevant government ministries.
Duties and Responsibilities
Under the overall guidance of the Project Coordinator, the Project Support Assistant will be responsible for providing back-office/finance and administrative support to the Biodiversity Project Teams including:
facilitating procurement; financial and administrative tracking of activities and expenses; support with communication, facilitation, and organization of outreach activities, press releases, project/UNDP/government briefing notes, translations, etc.; liaising with the UNDP country office, and GPMTSU (Global Project Management and Technical Support Unit) to facilitate financial reporting and compliance, and UNDP procurement compliance.Management Support
Provide assistant with all financial and administrative requirements of the project, especially those related to project funding and accounting. Assist in ensuring that the project is executed in a timely and appropriate manner. Assist or support in facilitating, and guiding the work of the national team; manage payment schedules. Assist in project-related activities, including planning for meetings, local and national consultations, trips, and other project-related activities. Ensure all national and international travel is organized smoothly. Document and share records of meetings, decisions, actions, etc. Support with the Monitoring and Evaluation of the project at the national level, including workshop evaluations. Any other duties assigned by the Project Coordinator, that have direct relevance to the project. Assist project coordinator managing the project budget, and assist in overseeing procurement and accounting procedures and activities, together with the UNDP Country Office and the GPMTSU. Ensure financial resources are disbursed on time to implementing partners. Maintain records of expenditures and collaborate in financial reporting.Ensures effective administrative and logistical support to ensure successful project delivery:
Assist project coordinator develop calculations for the development of the annual work plan/budget. Assist in procurement processes, requisitions, and purchase orders, ensuring compliance with UNDP rules and regulations. Maintain an inventory of assets/equipment and support with the handover of equipment upon project closure. Ensure the Quantum approval system is set up at the Country Office for the project. Assist all logistical matters to organize the inception workshop, consultation workshops, and any meetings as required Regularly update the procurement plan and contacts list. Assist travel arrangements for national travel/missions and participants in national-level workshops. Assist in processing all travel arrangements for participants to global and regional workshops and other international meetings, ensuring all necessary visa, security clearances, and plane tickets are obtained timely, and confirmations/changes of travel arrangements are communicated to the GPMTSU immediately.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Institutional Arrangement:
The Project Support Assistant will work under the direct supervision of the Project Coordinator in close collaboration with the Head of Climate Change and Environment unit.
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 a 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 the 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 Develop effective strategies and priorities plans in line with UNDP’s mission and objectives, basedon 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 resond to both current and future trends; demonstrate foresight. Business Development Knowledge Generation Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a state need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations. Business Management Communication Communication in clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels. Administration & Operations Events Management (including retreats, trainings, and meetings) Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. Administration & Operations Travel Policy and Procedures Knowledge of travel Policy and Procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters. 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, analyzing and reporting. Procurement Procurement Management The ability to acquire goods, services or works from an outside external sourceRequired Skills and Experience
Education:
Secondary Education is required or University degree (bachelor’s degree) in Business/Public Administration, Management, Human Resource Management, Finance, economics or related fields will be given due consideration but not a requirement.Experience:
Minimum of 5 years (with Secondary education) or 2 years (with Bachelor degree) of relevant progressive working experience in Administration, finance, or related field is required.Required skills and competencies:
Experience in programme and/or project management support in an international organization and/or a non-governmental organization and/or the private sector;Desired additional skills and competencies:
Experience with UNDP/UN policies, procedures, and practices, particularly in project development and implementation, is highly desirable; Experience in dealing with national counterparts, experts and international institutions. Experience in organizing and successfully delivering high-level political events and experience working with a wide range of stakeholders, from international organizations to government institutions. Experience in providing logistics support, organizing and successfully delivering high-level political events. Experience in administration, finance and procurement management Experience in coordination, filling system, maintain stationery and office supplies, purchase office equipment. Experience in keeping staff list, contact directory and Database Excellent writing skills, as well as strong analytical aptitude and strong communication skills. Experience in writes professional correspondence. Experience in building partnerships with diverse stakeholders in the government, private, and non-governmental sectors Good communication and interpersonal skills Strong ability to identify and feedback from and to the issues, ideas, concerns, or interests of other team members Experience in provide training in administration, accounting, finance, or related fields would be an advantage;Language:
Fluent in English and Tetum with excellent spoken, reading, and writing skills.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.