Introduction

The United Nations’ Highlands Joint Programme Phase 2 (HJP2) aims to address the root causes of conflict, fragility, and underdevelopment in PNG’s Highlands region, particularly in Hela, Southern Highlands, Enga, and Western Highlands provinces. Building on the lessons from Phase 1, HJP2 adopts an integrated, area-based approach to empower communities, strengthen governance, promote peace and social cohesion, and enhance resilience to climate and socio-economic shocks. Anchored in PNG’s national development priorities and aligned with Outcome 2 of the UNSDCF (Governance, Peace, and Social Cohesion), the programme addresses intersecting drivers of instability through inclusive mechanisms for conflict resolution, gender-based violence prevention, and the active participation of women, youth, and marginalised groups in governance and decision-making.

Building on the lessons from the HJP1 and other GYPI projects led by the UN in the Highlands, LEED seeks to advance peacebuilding efforts by addressing the systemic drivers of violence and conflict stemming from youth unemployment and their limited participation in economic activities, as well as in decision-making. The project focuses on key areas by enhancing livelihoods and income-earning opportunities through specific agricultural value chains, creating formal and informal employment opportunities for unskilled youth, equipping them to participate in economic activities, supporting existing or new youths’ organisations and their representation in decision-making, promoting gender equality, facilitating participation in conflict resolution, advocating for peace, and improving equitable access to resources.

“The Highlands Joint Programme II (HJP II) is implemented by the United Nations in Papua New Guinea with financial support from the Government of Australia (DFAT) and the Government of New Zealand.”

Description of Duties

1. Ensure smooth functioning of the project administration, office management and operation support related functions, in close collaboration with other administrative and operation support staff, through the provision of management and administrative support to the project. This includes processing entitlements, issuance of contracts and maintenance of records and files.

2. Advise and assist project staff with interpretation of administrative rules, regulations and procedures. Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.

3. Participate in the organization of special meetings and coordinate all important administrative arrangements for conducting workshops/seminars and trainings, as required by the project.

4. Maintain, contact and liaise with concerned technical units at Headquarters, Regional Office, ILO constituents, social partners’ organizations and UN agencies, to discuss planned activities and resolve sensitive matters.

5. Prepare on own initiative correspondence and reports, as required, on general administrative or other related tasks, including those of a confidential nature. Prepare periodic administrative statistics, reports and correspondence.

6. Brief and assist international staff, experts, project coordinator and consultants on all aspects of administration-related matters. Provide interpretation of administrative rules, regulations and procedures.

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7. Review all incoming correspondence which requires action, make recommendations regarding the appropriate action to be taken, monitor deadlines for responses, follow up with various project/programme personnel and other organizational units on the submission of reports and correspondence.

8. Prepare background information, detailed cost estimates, and periodic and ad hoc reports for use in programme and budget preparations. Participate in budget analysis and projections, as required. Provide information upon request.

9. Carry out all operations required for expenditures under development cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments.

10. Monitor accounts regarding allocations and expenditures and adjust optimize utilization of the funds. Draft and clear administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information.

11. Coordinate the logistical aspects of travel for ILO staff, consultants, partners and other parties as necessary, including making travel and accommodation arrangements, coordinating visas and security requirements, and supplying required documentation for the timely processing of administrative transactions by the Senior Administrative and Financial Assistant based in Suva. Provide information and practical assistance to staff related to their travel. Develop and maintain contacts with counterparts in government departments and external service providers to facilitate travel, visa, shipping and/or other related issues.

Required qualifications

Education

Completion of secondary school education. Training in an area related to general administration and office support.

Experience

Minimum of six years of general administration and office support work experience, including providing various senior level support services. Experience of working with an enterprise resource planning (ERP) system.

Languages

Excellent command of English.

Competencies

• Good knowledge of a range of operational areas.
• Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
• Knowledge of methods and techniques for assessing quality and efficiency of process execution.
• Knowledge of the substantive nature of ILO programmes and activities.
• In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, takes responsibility for performance, Quality orientation, Collaboration], this position requires:
• Ability to adapt quickly to new software and systems.
• Ability to coordinate and oversee a broad range of operational activities.
• Ability to search, retrieve and compile information from a variety of sources.

Cont'd

• Good drafting skills.
• Ability to coordinate the work of support staff.
• Analytical skills and attention to detail.
• A high degree of discretion with sense of responsibility in dealing with confidential matters.
• Interpersonal skills, tact and diplomacy when dealing with others.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behavior and attitudes.