CARICOM residents: Project Technical Associate
Caribbean countries share similar economic and sustainable development challenges, including a small population, remoteness, susceptibility to natural disasters, and most importantly, vulnerability to climate change. Given the current condition of the marine environment, most coastal areas have few defences against the raging surfs of hurricanes and tropical storms, and the likely consequences would be significant coastal damage including beach erosion and infrastructure damage. Negative impacts associated to climate change on land, water resources and biodiversity have also been predicted, and ultimately, tourism and agriculture will be negatively impacted by these changes. Meanwhile, Caribbean countries emit such relatively small amounts of greenhouse gas emissions, which mean that they will suffer disproportionately from the impacts of climate change.
The Japan-Caribbean Climate Change Partnership (J-CCCP), officially launched in January 2016, aims to support countries in advancing the process of low-emission risk-resilient development by improving energy security and integrating medium to long-term planning for adaptation to climate change. In the pursuit of this objective, the initiative will support policy innovation through the development of a number of Nationally Appropriate Mitigation Actions (NAMAs) and National Adaptation Plans (NAPs) that will help guide Caribbean countries towards a green, low-emission and climate-resilient development pathway. The initiative will then also support the implementation of transferring actual technology that is both low-emission and advances climate risk management, by implementing 38 demonstration projects in the target countries. The project also supports strengthening knowledge networks in Caribbean to foster South-South and North-South cooperation through sharing of experiences surrounding climate change, natural hazard risk and resilience. The participating countries include Belize, the Commonwealth of Dominica, Grenada, Cooperative Republic of Guyana, Jamaica, Saint Lucia, Saint Vincent and the Grenadines, and the Republic of Suriname. This project is funded by the Government of Japan and will be implemented by UNDP, with UNDP Barbados & the OECS sub regional office as a lead agency.
Summary of Key Functions:
Efficient management of operational processes with a specific focus on procurement;
Efficient oversight and control of project inventory and assets;
Provision of logistical support; and
Efficient support to pilot project implementation.
Ensures efficient management of procurement processes focusing on the following:
Prepare procurement plans for the project with the establishment of deadlines and monitor their implementation;
Lead preparation of solicitation processes including preparation and conducting of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, facilitation of evaluation processes in full compliance with UNDP rules and regulations;
With technical guidance from the J-CCCP project team, develop Terms of Reference and other required documentation;
Facilitate timely issuance of contracts and ensure proper management and oversight of contracts and contractors in coordination with the Procurement Unit;
Conduct market research to obtain information on potential bidders and costings and issue Requests for Information if needed.
Prepare and finalise all procurement related documentation for approval including interoffice memoranda, documents for submission to the Contract, Asset and Procurement Committee (CAP), Regional Asset, Contract and Procurement Committee (RACP) and where necessary the Advisory Committee on Procurement (ACP);
Maintain key procurement documents under the project, including final TORs, technical and financial offers of the awarded suppliers, contracts, bid securities and purchase orders; and
Arrange shipments of goods and supplies to meet deadlines; coordinate procurement related customs clearance and manage insurance;
Prepare Purchase Orders and create vendors in the Atlas for the J-CCCP projects; Buyers profile in Atlas;
Establish the internal control system which ensures that Purchase Orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems; and
Seek and apply knowledge, information and best practices from within and outside of the UNDP and synthesize lessons learnt and best practices on procurement.
Ensures efficient oversight and control of project inventory and assets focusing on the following:
Serve as asset focal point for the project;
Prepare inventory and assets certification reports;
Implement inventory and physical verification control for the J-CCCP project;
Facilitate transfer of assets to the beneficiaries/grantees; and
Ensure the project branding and labelling requirements are met.
Ensures provision of logistical support focusing on the following:
Make travel arrangements for the J-CCCP team, including purchase of tickets, DSA calculation, prepare POs or other transactions in the Atlas as necessary;
Undertake logistical and administrative arrangements for organization for meetings, workshops, events and missions; Arrange conference facilities and meeting venues;
Ensures efficient support to the pilot project implementation under the Outcome 2 focusing on the following:
Coordinate activities between the National Focal Points, and pilot project proponents to facilitate the drafting, revision and finalisation of required documents including implementation and procurement plans, as well as inception and progress reports for approved pilot projects;
Maintain the expenditure record of each pilot project in Dominica, Grenada, Saint Lucia and St Vincent and the Grenadines by liaising with the National Focal Points and analysing the Account Activity Analysis and budget utilization report retrieved from ATLAS;
Provide guidance to the project personnel on required procurement procedures to implement project activities; and
Perform all other duties as requested by the Project Manager.
Required Skills and Experience
Associate Degree in business administration or management-related discipline.
Specialized training or Undergraduate Degree or equivalent in business administration, management, economics, or a climate change related field would be desirable.
A minimum of 5 years of progressively responsible experience in project or programme administration.
Experience in procurement and project finance.
Demonstrated appreciation of climate change and disaster management issues, and other related sustainable human development issues
Demonstrable computer skills including Word processing, spread sheets, PowerPoint
Fluency in written and spoken English.
Working knowledge of other UN languages is an asset.
Permanent residents and persons who have legal status to work in Barbados e.g. CARICOM Skills Certificate Accredited to Barbados.