Administrative Officer
Position Summary Expectations - Duties, Responsibilities
Reports to: Project Coordinator
Contract Type: Contract staff
Classified Level: L - 1/2024
Duration: One year with possibility of renewal
- The Administrative Officer will work closely with project team and under the supervision of the Project Coordinator (PC), Project Manager (PM) and Project Director (PD). S/he will be performing the following key functions:
- In addition of and to general administration responsibilities, supervise activities concerned with office and grounds maintenance, security, transport and similar services;
- Assist the projects in staff-related administration, including the processing of recruitment processes, processing appointment and contract extensions and upkeep of staff records;
- Arrange appointment schedules and travels, organize meetings/workshops and draft correspondence, minutes, etc;
- Draft correspondence relating to administrative matters and follow up the sent-out correspondence;
- Maintain files of rules, regulation, administrative instructions and other related documentation (both hard copy and electronic);
- Maintain Office equipment and stationary supplies. Control and safeguard all project assets/liabilities; maintain project inventory and reporting including periodic physical counts, inventory tags, and updates;
- Prepare/maintain loan agreement of all equipment/vehicles on an annual basis;
- Prepare and ensure updated procurement plan and assist in procurement process of related inputs for project activities;
- Assist in organizing meetings, workshops and seminars;
- Schedule and control the contacts and meetings of all institutions and experts involved;
- Assist the PC, PM and PD in liaising with external contacts to assure smooth operation of the program, i.e. other line ministries and agencies, local authorities, development partners, NGOs, and others;
- Coordinate travel and accommodation as necessary to support project fieldwork. Arrange all travels for mission related to the program, including visa, flight and hotel booking within and outside Cambodia;
- Ensure all logistical arrangements are carried out smoothly;
- Record keeping of project documents, including financial in accordance with audit requirements;
- Support preparation of project board meetings;
- Support to project formulation, extension, and closure process;
- Assist in interpretation and translation where needed; and
- Perform other duties as assigned.
- Support to Knowledge Building and Knowledge Sharing:
- Support project teams in the implementation of various aspects of the projects including publication, events, workshops, and conferences;
- Participate in the training for the operations/projects staff on programme;
- Contribute to knowledge networks and communities of practice to streamline effective business practices;
- Share knowledge to and coach the counterpart staff on financial management and other best practices of project implementation;
- Provide guidance to the relevant counterpart staff in the preparation and review of the budget, financial reports, supporting documents; and
- Provide information and guidance to the pro
- Education:
- At least Bachelor’s Degree in administration, Business Management or related field.
- Experience:
- At least five years of work experience in administrative or project support with government, development partner, NGO, government ministries or private sectors;
- Prior experience with MoE, and UNDP projects would be an asset; and
- Experience in handling of web-based management systems;
- Competencies:
- Self-motivated and ability to work under the pressure; and
- Team-oriented, possesses a positive attitude, and works well with others;
- Flexible and willing to travel;
- Excellent interpersonal skills;
- Knowledge in various MS Office applications (Word, Excel, Power Point, etc.); and
- Ability to use office machines and equipment such as copier, scanner, fax machine.
- Language Requirements:
- Excellent verbal and writing communication skills in Khmer and English.
Finance Officer
Position Summary Expectations - Duties, Responsibilities
Reports to: Project Coordinator
Contract Type: Contract staff
Classified Level: L - 2/2024
Duration: One year with possibility of renewal
- The Finance Officer will work closely with project team and under the supervision of the Project Coordinator (PC), Project Manager (PM) and Project Director (PD). S/he will be performing the following key functions:
- Liaise closely with the Project Management Unit (PMU), Project Manager (PM) and Project Director (PD) to ensure the effectiveness of financial management of projects in accordance with the Ministry of Environment rules and regulations;
- Provide support to the projects to ensure that all projects: 1) financial management; and 2) disbursement and payment requests meet MoE’s standards and are in compliance with MoE’s procedure/guidelines, rules, and regulations;
- Take own initiative and perform daily work in compliance with annual work schedules; prepare, maintain and revise as necessary financial records for projects;
- Assist project management in performing budget cycle: planning, preparation, revisions, and budget execution;
- Ensure timely payments of project-related commitments, including commitments related to the staff and ensure that payment supporting document contains accurate and sufficient information, i.e. invoice/ receipt date, payee and vendor signature, and clear description on purpose of payment, etc.;
- Advise and assist staff, experts and consultants on all aspects of allowance, salary, advances, travel claims and other financial matters;
- Monitor project expenditures, ensuring that no expenditure is incurred before it has been authorized;
- Monitor donor contributions and project resources and work closely with relevant staff to ensure appropriate planning and reporting on expenditure;
- Foresee and identify potential risks both financial and operational risks, and inform relevant colleagues to ensure that they are addressed in a timely manner;
- Assist in concluding financing agreements with donors and work closely with relevant PMU staff to ensure appropriate recording of contributions;
- Assist project team in drafting quarterly and yearly project progress reports concerning financial issues;
- Contribute to the preparation of budget work-plan (multi-year, annual and quarterly work-plan, budget revision, and costing of specific activity such as workshops) and to the drafting of report, especially the financial report section;
- Prepare and update proper project relevant documentation and records and ensure that the documents are prepared and ready for audit and spot check;
- Provide support to PMU in the implementation of audit and spot check recommendations if required;
- Ensure that MoE’s procurement rules are followed during procurement activities that are carried out by the project and maintain responsibility for the inventory of the project assets;
- Perform preparatory work for mandatory and general budget revisions, annual physical inventory and auditing, and assists external evaluators in fulfilling their mission;
- Prepare all outputs in accordance to Letter of Agreement between UNDP and MoE as well as MoE guideline;
- Ensure the project utilizes that available financial resources in an efficient and transparent manner; and
- Perform all other financial related duties, upon request.
- Support to Knowledge Building and Knowledge Sharing:
- Support project teams in the implementation of various aspects of the projects including publication, events, workshops, and conferences;
- Participate in the training for the operations/projects staff on programme;
- Contribute to knowledge networks and communities of practice to streamline effective business practices;
- Share knowledge to and coach the counterpart staff on financial management and other best practices of project implementation;
- Provide guidance to the relevant counterpart staff in the preparation and review of the budget, financial reports, supporting documents; and
- Provide information and guidance to the project counterpart as required on MoE procedures related to finance, procurement, asset, and HR and advise on processes to follow and ensure it is aligned with MoE and UNDP rules and regulations.
- Education:
- At least Bachelor’s Degree in administration, Business Management or related field.
- Experience:
- At least five years relevant work experience in financial management of development projects or similar field, with ability to review and analyse budgets, financial management systems, financial statements and audit reports;
- Experience in working with government institutions and development partners; and
- Prior experience with MoE, and UNDP projects would be an asset.
- Competencies:
- Self-motivated and ability to work under the pressure;
- Team-oriented, possesses a positive attitude, and works well with others;
- Flexible and willing to travel;
- Excellent interpersonal skills; and
- Knowledge in various MS Office applications (Word, Excel, Power Point, etc.).
- Language Requirements:
- Excellent verbal and writing communication skills in Khmer and good knowledge in English.
Project Coordinator
Position Summary Expectations - Duties, Responsibilities
Reports to: Project Manager and Project Director
Contract Type: Contract staff
Classified Level: L - 3/2024
Duration: One year with possibility of renewal
Functions / Key Results Expected
The National Project Coordinator (the “Coordinator”) will be responsible for the overall management of project activities, ensuring a proper workplan and budget is in place and implemented within set timelines, with an effective team operational and strong partnership. The coordinator will work closely with the Biodiversity Expert, related consultants and Department of Biodiversity (DBD)/MoE to all planned workshops, technical studies and other activities are organised in a timely manner, and that they meet expected quality standards. Under the overall guidance of the Project Board, Project Director (PD) and Project Manager (PM), the coordinator will ensure the project produces the results specifies in the Letter of Agreement between UNDP and MoE. The coordinator will be required to work with UNDP Country Office to ensure coordination between the GBF and BIOFIN processes at the country level. S/he will be performing the following key functions:
- Management
- Oversee the identification, selection and supervision of consultants and experts, in close collaboration with DBD/MoE, Recruitment Committee and UNDP Country Office;
- Facilitate coordination of GBF and BIOFIN processes at the national level for mutual reinforcement.
- In consultation with the DBD/MoE, UNDP Country Office and GBF EAS and Global BIOFIN Teams, elaborate/revise the workplan and budget and submit draft workplans/budgets timely for the bi-annual budget revision process;
- Supervise the work of Biodiversity Finance Expert;
- Supervise the work of national and international consultants under overall guidance of PM and PD to ensure outputs are delivered on time, within the set budget, and to high quality standards; facilitate, guide and monitor the work of the national team;
- Oversee the work of the Admin Officer and Finance Officer to ensure administrative requirements and budgets are managed and executed in a timely and appropriate manner and within DBD/MoE, UNDP and donor rules and regulations;
- Organise all relevant project workshops/meetings/trainings in a consultative manner, involving a wide variety of biodiversity finance stakeholders, including the government, private sector, NGOs, donors, academia, and IPLCs;
- Prepare reports including lessons-learned from project implementation and report to the Project Manager, Project Director and Project Board for more effective implementation of activities;
- Communicate all the project planned activities with Ministry of Environment, UNDP Country Office and other key stakeholders and organize Project Board meetings to discuss progress of the project and make timely decision on substantive issues associated with the implementation of the proposed finance solutions and write meeting reports;
- Ensure a timely identification of risks in implementation and communication to MoE and UNDP Country Office;
- Organise Project Board and prepare all relevant documents for the meeting including progress report, presentation on the progress, challenges, lessons-learned, workplan and budget etc;
- Organise monthly meetings of the national team and monthly calls with the Technical Advisor from the global team. Ensure participation of national team members in regional technical calls; and
- Prepare GBF EAS and BIOFIN progress reports regularly for UNDP and project partners.
- Reporting/Communication/M&E
- Signal any delays in national deliverables compared to the workplan to PM, PD, DBD/MoE, UNDP Country Office and the GBF EAS and Global BIOFIN Teams;
- Lead project monitoring, reporting and evaluation at national level, draft monthly, quarterly reports and annual report for review by the lead expert and submission according the global project requirements;
- Develop workshop reports for the inception workshop and all technical workshops/meetings/trainings;
- Develop briefing notes, case studies, press releases, web articles and other media products as required;
- Assist with research and write and edit sections of technical reports as required; and
- Review all national level deliverables to ensure quality and consistency with the GBF EAS guidance BIOFIN methodology and national priorities under the guidance of PM and PD.
- Technical Advisory Support
- Provide support and technical assistance to the implementation of three components of the GBF EAS: (a) the updating of NBSAP and national biodiversity targets; b) policy, strategies and institutional alignment; and c) biodiversity financing);
- Provide support and technical assistance to the implementation of the biodiversity finance solutions;
- Support activities and strengthen capacity for action and delivery of results of relevant stakeholders including line ministries and private sector; and
- Work closely with the Biodiversity Finance Expert and related consultants to ensure the quality of the technical project implementation
- Key Deliverables (Products and Processes)
- Detailed project workplan and budget agreed by all major partners;
- Project Board operational and meet regularly (at least once a year);
- All consultants and team members recruited and delivering to schedule, while working relations between team members are clarified and effective;
- Lines of communication and working methods agreed and functional;
- Reporting and updates provided to PM, PD, UNDP, MoE, GBF EAS and Global BIOFIN Team, etc;
- Planned activities are carried out in line with timelines and required quality standards within the budget available;
- All workshops/meetings/trainings organised in line with workplan and well documented;
- Inception Phase: Inception Workshop, Inception Report; and
- Draft inception and final workshops and other workshop and meeting reports.
- The contract and payments will be performance-based and regularly assessed by the Project Manager and Project Director.
- Education:
- Master and/or Equivalent Degree in environment/natural resource management, biodiversity, economics/finance or a closely related field, or another field combined with relevant work experience.
- Experience:
- At least five years of experience, preferably in the implementation of environment/biodiversity/finance and relevant projects.
- Prior experience with MoE and UNDP projects would be an asset;
- Strong experience in coordination and project management;
- Experience in collaborating with international and national experts and institutions;
- Exposure to environmental issues or biodiversity highly desirable, but not required; and
- Sound understanding of key software packages (MS Office)
- Competencies:
- Highly organized person, sets priorities, produces quality outputs, meets deadlines and manages time efficiently.
- Ability to maintain overview in complex work situations, self- starter;
- Able to gather and process data and information;
- Excellent interpersonal skills to network among the national team and beyond to other national institutions;
- Writes clearly professional correspondence adequately;
- Shares knowledge and is willing to provide support to others who request advice or help;
- Works toward creative solutions by analysing problems carefully and logically; and
- Maintains professional relationships with supervisors, co-workers and clients.
- Language Requirements:
- Excellent verbal and writing communication skills in Khmer and good knowledge in English.
Biodiversity Finance Expert
Position Summary Expectations - Duties, Responsibilities
Reports to: Project Manager and Project Director
Contract Type: Contract staff
Classified Level: L - 4/2024
Duration: One year with possibility of renewal
Functions / Key Results Expected
The Biodiversity Expert will be responsible to deliver expected commitments of the GBF EAS at the national level and expected results of the Finance Solutions of the Biodiversity Finance Plan per project workplan. The incumbent will provide substantial technical expertise in assuring quality of technical studies, as well as quality assurance of national products and processes throughout the duration of the project implementation. The Biodiversity Expert will work in close coordination with the Project Coordinator (PC), DBD/MoE and UNDP Country Office, and under the supervision of Project Manager/Project Director to ensure effective project activities with national (Government, academia, private sector, etc.) and relevant international stakeholders, and the preparation of press releases and briefing notes for MoE, UNDP etc. Key duties and responsibilities will include:
- Technical Expertise
- Provide technical support to the GBF EAS and national BIOFIN Team;
- Identification on data and information provision, expert review and verification for the delivery of technical studies, reports and products;
- Support the Project Coordinator to elaborate/revise workplan, reporting schedule and budget;
- Provide substantive support to the deliveries of the national consultants and experts in the rapid review and updating of the NBSAP, alignment of the national biodiversity targets, policy, strategies and institutional alignment, and coherence to the GBF, including technical tools, and guidance;
- Oversee the update of the Biodiversity Finance Needs Assessment;
- Oversee the update of the Biodiversity Finance Plan;
- Support technical assistance to the deliveries of the national consultants and experts under BIOFIN-II project;
- Supervise the work of national consultants to ensure that outputs are delivered on time, on budget, and to high quality standards; and
- Provide technical support to national consultant on implementing all biodiversity finance solutions; and
- Perform other related technical tasks as required by the PM and PD.
- Project Outreach and Communication
- Preparation of workshops, meetings, consultations, networking and presentations as required, to complete parts of the Policy and Institutional Review and engage stakeholders;
- Provide comments and feedback on the process of the GBF and BIOFIN methodology and project effectiveness;
- Ensure collaboration of relevant stakeholders on data and information provision, expert review and verification; and
- Work with national and international experts, NGOs and other relevant stakeholders to ensure effective coordination and communication of GBF EAS and BIOFIN objectives and activities.
- Knowledge Management and Reporting
- Support the preparation and publication of the updating NBSAP for submission to MoE and CBD;
- Support report writing and document preparation, such as policy and information notes to communicate GBF and BIOFIN objectives and results to key stakeholders;
- Document lessons learned from the implementation of GBF and the BIOFIN ranging from institutional considerations to technical issues;
- Support the preparation of reports and case studies, as required, for submission to global meetings (e.g. CBD COP) and donor reports; and
- Support the development of reports and knowledge products for the project.
- The Biodiversity Finance Expert will report to the Project Manager/Project Director. He/she will work closely with Project Coordinator and project team on day-day management basis.
- Key Deliverables (Products and Processes)
- Policy brief/recommendations for decision makers including the required Aide Memoire to MoE developed
- The Biodiversity Finance Needs Assessment and Biodiversity Finance Plan updated and published
- Together with PC, final updated NBSAP is ready for submission to CBD and published
- Lessons learned from the implementation of GBF and the BIOFIN ranging from institutional considerations to technical issues documented
- Detailed project workplan and budget agreed by all major partners;
- Project Board operational and meet regularly (at least once a year);
- Planned activities are carried out in line with timelines and required quality standards
- Together with PMU, all workshops/meetings/trainings organised in line with workplan and well documented;
- Education:
- At least Master and/or Equivalent Degree in environmental economics, financial management, or natural/environmental sciences, social sciences or other related field.
- Experience:
- At least 5 years of relevant experience in sustainable financing for biodiversity conservation and natural resource management;
- Exposure to environmental issues or biodiversity at policy level;
- Experience in preparing or supporting public budget/finance policies and legal and regulatory frameworks for biodiversity, natural resource management is an asset;
- Experience in preparing and/or formulating financial needs assessment, costing of policies/plans/programmes, and financial sustainability/resource mobilization plan is an asset;
- Prior experience with MoE, and UNDP projects would be an asset;
- Experience in collaborating with international and national experts and institutions;
- Strong analytical, writing and communication skills; and
- Sound understanding of key software packages (MS Office)
- Competencies:
- Highly organized person, sets priorities, produces quality outputs, meets deadlines and manages time efficiently;
- Ability to maintain overview in complex work situations, self-starter.
- Able to gather and process data and information;
- Excellent interpersonal skills to network among the national team and beyond to other national institutions;
- Writes clearly professional correspondence adequately;
- Shares knowledge and is willing to provide support to others who request advice or help;
- Works toward creative solutions by analysing problems carefully and logically; and
- Maintains professional relationships with supervisors, co-workers and clients.
- Language Requirements:
- Excellent verbal and writing communication skills in Khmer and good knowledge in English.
