Administrative and Finance Specialist – UNDP Papua New Guinea
The Administrative and Finance Specialist position at UNDP Papua New Guinea is a full-time role focused on supporting financial and administrative operations for the Biodiversity and Climate Fund (BCF). This role plays a key part in ensuring the financial sustainability and operational efficiency of the fund, which supports conservation and climate resilience projects in Papua New Guinea.
Key Aspects of the Job
1. Financial Management
- Handle financial transactions, including payments, invoices, receipts, and grants.
- Ensure accuracy and compliance with UNDP and donor financial policies.
- Prepare financial reports and conduct audits.
- Maintain financial records and conduct account reconciliations.
- Oversee budget planning and expenditure tracking to ensure effective fund utilization.
2. Administrative and HR Support
- Manage human resources functions, including coordinating recruitment and onboarding.
- Support the procurement process by ensuring timely purchases of goods and services.
- Maintain inventory and asset records for BCF.
- Ensure proper information technology coordination for smooth project operations.
3. Risk Management and Compliance
- Identify and mitigate financial and operational risks.
- Ensure compliance with financial regulations, donor requirements, and internal controls.
- Conduct financial audits and monitoring to maintain transparency and accountability.
4. Partnership and Stakeholder Engagement
- Work with government agencies, private sector, and donors to ensure effective fund management.
- Act as a liaison between BCF, UNDP, and financial institutions.
- Support in organizing events, policy discussions, and stakeholder meetings.
5. Knowledge Management & Capacity Building
- Provide guidance and training to project staff on best financial practices.
- Develop and update financial policies and procedures.
- Assist in developing reports, case studies, and knowledge-sharing initiatives.
Requirements for the Role
Education:http://Administrative and Finance Specialist – UNDP Papua New Guinea
- Master’s Degree in Accounting, Finance, Business Administration, Economics, or a related field with 5 years of experience OR
- Bachelor’s Degree with 7 years of experience.
Experience:
- Strong background in finance, accounting, and project management.
- Knowledge of UNDP policies, grants management, and international development finance is an advantage.
- Experience in public sector, private organizations, or international institutions is preferred.
Skills & Competencies:
- Financial Analysis & Budgeting – Ability to manage funds efficiently.
- Audit & Compliance – Ensuring adherence to financial policies and regulations.
- Partnership Management – Working with stakeholders, including donors and government agencies.
- Project Administration – Handling HR, IT, procurement, and operational support.
- Problem-Solving & Risk Management – Identifying financial risks and implementing solutions.
Languages Required:@vacancyspaces.com
- English and Tok Pisin (both spoken and written).
Why This Role is Important
This position is crucial in supporting conservation and climate resilience efforts in Papua New Guinea by ensuring the financial sustainability of the Biodiversity and Climate Fund (BCF). The fund helps finance protected areas, support biodiversity conservation, and climate mitigation efforts, contributing to UNDP’s broader goals of sustainable development and environmental protection.
Administrative and Finance Specialist – UNDP Papua New Guinea
Location: Port Moresby, Papua New Guinea
Agency: United Nations Development Programme (UNDP)
Contract Type: National Personnel Service Agreement (NPSA-10)
Duration: 1 Year (with possible extension)
Required Languages: English and Tok Pisin
Application Deadline: March 29, 2025
1. Introduction to the Role
The United Nations Development Programme (UNDP) is a leading organization dedicated to global development, poverty eradication, and climate action. In Papua New Guinea (PNG), UNDP plays a crucial role in sustainable development, biodiversity conservation, and climate resilience.
This role, Administrative and Finance Specialist, is part of the Biodiversity and Climate Fund (BCF) under UNDP’s Nature, Climate, and Energy (NCE) practice area. The fund is a multi-donor initiative designed to provide long-term financial support for protected areas, biodiversity conservation, and climate change mitigation efforts in PNG.
As an Administrative and Finance Specialist, the selected candidate will be responsible for overseeing the financial management, administrative operations, and human resources functions within the BCF Secretariat. The role ensures that the financial systems, procurement, budgeting, and overall management of funds are in line with international best practices, UNDP policies, and national regulations.
2. Key Responsibilities of the Role
A. Financial Management and Reporting
One of the core duties of the Administrative and Finance Specialist is to manage the financial operations of the BCF Secretariat and ensure compliance with UNDP and donor financial policies. The key tasks include:
- Budget Planning and Execution
- Develop and manage the annual budget for the BCF Secretariat.
- Monitor and control expenditure, ensuring alignment with UNDP and donor requirements.
- Provide financial projections to support strategic planning and decision-making.
- Financial Transactions & Documentation
- Prepare payment orders, receipts, invoices, and other financial documentation.
- Ensure that financial transactions are properly recorded, categorized, and reported.
- Maintain accurate records of fund disbursements, grants, and expenditures.
- Process reimbursements and supplier payments efficiently.
- Financial Reporting & Analysis
- Prepare monthly financial statements and management reports.
- Conduct financial audits to ensure transparency and compliance.
- Work closely with external auditors, banks, and financial institutions.
- Identify and address financial risks, such as budget shortfalls or irregular transactions.
- Compliance and Internal Controls
- Ensure financial transactions adhere to UNDP regulations and international accounting standards.
- Conduct periodic reconciliations of accounts to identify and resolve discrepancies.
- Implement strong internal control mechanisms to minimize financial risks and errors.
B. Administrative Management and Human Resources Support
Beyond finance, the Administrative and Finance Specialist plays a key role in day-to-day operations of the BCF Secretariat and its human resource functions. Responsibilities include:
- Human Resources (HR) Management
- Assist in recruitment processes, including job postings, candidate selection, and onboarding.
- Maintain employee records, contracts, and performance evaluations.
- Coordinate with UNDP HR to ensure compliance with HR policies and labor laws.
- Procurement & Asset Management
- Oversee the procurement of goods and services, ensuring that procedures follow UNDP regulations.
- Manage office supplies, IT equipment, and other resources needed for operations.
- Maintain inventory records and conduct periodic asset verification.
- Operational Coordination
- Support in organizing meetings, workshops, and official events.
- Handle logistics, travel arrangements, and accommodations for project staff.
- Ensure the smooth functioning of the BCF Secretariat’s office.
C. Risk Management and Compliance
A critical aspect of the role is identifying and mitigating risks that may impact the financial and operational integrity of the BCF Secretariat. Key responsibilities include:
- Implementing risk assessment frameworks to monitor financial and administrative vulnerabilities.
- Ensuring that donor funds and grants are used according to UNDP guidelines and legal requirements.
- Conducting financial risk analysis and proposing mitigation strategies.
- Addressing audit findings and implementing corrective measures.
D. Stakeholder Engagement and Partnership Management
The Administrative and Finance Specialist will work closely with various partners, including:
- Government agencies (e.g., Conservation and Environment Protection Authority – CEPA).
- International donors and private sector partners supporting the BCF.
- UNDP country office staff and regional offices.
Responsibilities in stakeholder engagement include:
- Coordinating meetings, consultations, and networking events.
- Preparing financial reports and presentations for donors and partners.
- Ensuring transparent communication about financial and project updates.
3. Qualifications and Experience Required
A. Educational Background
To qualify for this position, candidates must have:
- Master’s Degree (or equivalent) in Accounting, Commerce, Economics, Business Administration, or a related field with 5 years of experience; OR
- Bachelor’s Degree in the above fields with 7 years of experience.
B. Work Experience
- At least 5-7 years of experience in finance, accounting, administration, or project management.
- Experience in budgeting, financial planning, and reporting.
- Experience working with international organizations, donors, or financial institutions (preferred).
- Familiarity with UNDP financial and procurement policies (an advantage).
C. Technical Skills & Competencies
- Financial Analysis & Budgeting – Ability to analyze financial data and create projections.
- Audit & Compliance – Experience in conducting audits and ensuring financial transparency.
- Partnership Management – Skills in engaging donors, government agencies, and partners.
- Administration & HR – Understanding of HR policies, procurement, and office management.
- IT & Data Management – Proficiency in Microsoft Office, ERP systems, and financial software.
D. Language Requirements
- Fluency in English (spoken and written).
- Proficiency in Tok Pisin (required for local communication).
4. Why This Role is Important?
The Administrative and Finance Specialist position is crucial for the success of the Biodiversity and Climate Fund (BCF). The role ensures that the financial resources are well managed, risks are minimized, and administrative processes run smoothly.
The specialist will contribute to:
✅ Sustainable financing for biodiversity conservation and climate initiatives.
✅ Capacity building for local institutions managing protected areas.
✅ Transparent financial reporting, ensuring continued donor support.
✅ Operational efficiency, helping the BCF Secretariat achieve its goals.
5. Final Thoughts
This position is ideal for professionals with a strong financial background, experience in project administration, and a passion for environmental conservation. If you have expertise in finance, accounting, and stakeholder management, this role offers an opportunity to make a real impact in Papua New Guinea by supporting sustainable development and climate resilience.
Would you like assistance in crafting a resume, writing a cover letter, or preparing for the interview? Let me know how I can help!
Table of Contents
Administrative and Finance Specialist – UNDP Papua New Guinea
Location: Port Moresby, Papua New Guinea
Agency: United Nations Development Programme (UNDP)
Contract Type: National Personnel Service Agreement (NPSA-10)
Duration: 1 Year (with possible extension)
Required Languages: English and Tok Pisin
Application Deadline: March 29, 2025
1. Introduction to the Role
The United Nations Development Programme (UNDP) is one of the leading global organizations dedicated to poverty reduction, sustainable development, climate action, and democratic governance. UNDP operates in over 170 countries, working with governments, civil society, and private sector organizations to drive impactful change.
UNDP’s Role in Papua New Guinea (PNG)
In Papua New Guinea (PNG), UNDP plays a crucial role in addressing key development challenges such as:
- Biodiversity conservation
- Climate change adaptation and resilience
- Disaster risk management
- Sustainable economic development
- Good governance and institutional capacity-building
To tackle biodiversity loss and climate change challenges, UNDP has established the Biodiversity and Climate Fund (BCF). The BCF Secretariat, housed within UNDP, is responsible for managing multi-donor financing dedicated to conservation efforts, environmental protection, and climate resilience projects in Papua New Guinea.
Purpose of the Administrative and Finance Specialist Role
The Administrative and Finance Specialist plays a critical role in ensuring that the BCF Secretariat operates efficiently by handling financial management, budgeting, administrative coordination, procurement, and human resources functions. This role ensures:
- Proper utilization of donor funds – ensuring money is spent effectively and transparently.
- Accountability and compliance – ensuring adherence to UNDP’s financial policies, international accounting standards, and PNG’s national financial regulations.
- Efficient operational management – making sure the BCF Secretariat runs smoothly by handling procurement, travel, logistics, and human resources.
- Capacity building and technical support – providing guidance to teams and partners on financial planning and budgetary management.
The role is essential in maintaining transparency, efficiency, and effectiveness in the financial and administrative operations of the BCF Secretariat.
2. Detailed Responsibilities of the Role
A. Financial Management and Reporting
A significant portion of the role focuses on financial management, reporting, and oversight. This includes:
1. Budget Planning and Execution
- Develop, review, and manage the annual budget for the BCF Secretariat.
- Align financial planning with UNDP’s strategic goals and funding requirements.
- Work with UNDP’s finance teams and donors to ensure effective allocation of funds.
- Provide budget forecasts and financial projections to help decision-makers plan future activities.
2. Financial Transactions and Documentation
- Process payment requests, invoices, and reimbursements in compliance with UNDP’s financial procedures.
- Maintain accurate records of fund disbursements, expenses, and cash flow.
- Ensure proper record-keeping of financial transactions in UNDP’s financial management system.
- Handle bank transactions, cash flow reconciliations, and fund transfers.
3. Financial Reporting and Analysis
- Prepare monthly, quarterly, and annual financial reports for donors and partners.
- Provide data-driven financial insights to support strategic decision-making.
- Ensure financial reports comply with international accounting standards and UNDP regulations.
- Conduct cost-benefit analysis to evaluate financial efficiency in project implementation.
4. Financial Compliance and Risk Management
- Conduct financial risk assessments to identify potential areas of concern.
- Implement strong internal control mechanisms to minimize fraud and financial mismanagement.
- Work closely with external auditors, banks, and UNDP’s financial team to ensure financial integrity.
- Address audit findings and take corrective action as needed.
B. Administrative Management and Human Resources Support
Beyond finance, the Administrative and Finance Specialist plays a vital role in the daily operations of the BCF Secretariat, ensuring that everything runs smoothly.
1. Human Resources (HR) Management
- Support recruitment processes, including job postings, interviews, and onboarding of new staff.
- Maintain employee records, contracts, and payroll processing.
- Support performance evaluations, leave tracking, and other HR-related processes.
- Ensure that HR policies align with UNDP’s human resource regulations and PNG labor laws.
2. Procurement and Asset Management
- Oversee procurement of goods and services, ensuring compliance with UNDP procurement policies.
- Manage vendor contracts and service agreements for suppliers, consultants, and contractors.
- Maintain and update inventory records for office assets and project-related equipment.
- Conduct periodic asset verification to prevent misuse or loss of resources.
3. Operational Coordination
- Assist in organizing meetings, conferences, and workshops related to biodiversity and climate projects.
- Handle logistics, travel arrangements, and accommodations for project staff.
- Ensure that office infrastructure, IT systems, and facilities remain operational and well-maintained.
C. Risk Management and Compliance
A critical part of the role involves ensuring that financial and administrative processes align with UNDP’s governance framework.
- Implement a risk assessment framework to identify potential operational risks.
- Ensure BCF’s financial resources are utilized transparently and effectively.
- Provide training and capacity-building sessions for project staff on risk management strategies.
- Collaborate with auditors, donors, and external stakeholders to strengthen accountability.
D. Stakeholder Engagement and Partnership Management
This role requires close collaboration with key stakeholders, including:
- Government agencies such as the Conservation and Environment Protection Authority (CEPA).
- International donors funding the BCF.
- Non-governmental organizations (NGOs) and civil society organizations involved in biodiversity conservation.
- UNDP regional and global offices for policy alignment and reporting.
Key responsibilities include:
- Organizing regular stakeholder meetings to discuss financial updates and project progress.
- Preparing financial reports, presentations, and updates for donors and partners.
- Ensuring smooth communication and coordination between UNDP, government agencies, and other partners.
3. Required Qualifications and Experience
A. Educational Background
To be eligible for this role, candidates must have:
- Master’s Degree (or equivalent) in Accounting, Commerce, Economics, Business Administration, or Finance with at least 5 years of experience. OR
- Bachelor’s Degree in the above fields with 7 years of relevant experience.
B. Work Experience
- At least 5-7 years of experience in finance, accounting, project administration, or related fields.
- Experience in budgeting, financial planning, and reporting.
- Strong knowledge of UNDP financial policies and procurement regulations (preferred).
- Experience working with international donors, NGOs, or development organizations.
C. Technical Skills & Competencies
- Financial Management – Strong knowledge of budgeting, auditing, and reporting.
- Procurement & Administration – Experience in procurement processes and operational management.
- Stakeholder Engagement – Ability to work with government agencies, donors, and NGOs.
- IT & Data Management – Proficiency in Microsoft Excel, SAP, and financial software.
D. Language Requirements
- Fluency in English (written and spoken).
- Proficiency in Tok Pisin (preferred for local communication).
4. Conclusion
The Administrative and Finance Specialist role is a high-impact position within UNDP’s Biodiversity and Climate Fund Secretariat in Papua New Guinea. This role offers an opportunity to:
✅ Support sustainable conservation financing.
✅ Ensure efficient financial and operational management.
✅ Strengthen governance, transparency, and accountability in donor-funded projects.
Would you like help with applying for this role, crafting a resume, or preparing for the interview? Let me know how I can assist you! 🚀
