Information Management Associate [Open to all applicants]

Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

Papua New Guinea – home to 50% of the population of the Pacific region – faces a variety of challenges with humanitarian consequences as a result of regular natural disasters (earthquakes, volcanoes, landslides, frost, drought, tsunamis), conflicts, civil strife and governance issues. The hazard profile of Papua New Guinea comprises frequent localized disasters affecting specific communities and regions although there have also been less frequent large-scale disasters such as the 2015/16 El Niño-induced
drought and frost and the 2018 Highlands Earthquake. National and sub-national capacities for and investment in disaster risk management remain weak. There is broad variation in national, provincial and local capacities to plan for and effectively respond to humanitarian emergencies. The need to strengthen co-ordination and communication between national and provincial institutions responsible for humanitarian planning, preparedness, response and recovery, remains a priority. Following the departure of UN OCHA from Papua New Guinea in June 2015, UNDP assumed the role of humanitarian response coordination in addition to its overall responsibility to conduct operational activities for disaster mitigation, prevention and preparedness. This humanitarian response coordination role includes contingency planning, managing information sharing and coordination of international humanitarian partners’ interventions. It is the focal point for emergencies within the UN System and provides secretariat support to the UN Resident Coordinator, UN Country Team, Disaster Management Team, Inter Cluster Coordination Group and, as appropriate, the National Disaster Centre.
In this context, UNDP is seeking a national Humanitarian Coordination Assistant to work under the supervision of the Humanitarian Coordination Specialist to support these activities. The position will be responsible for ensuring that information required to effectively monitor and support humanitarian actions is collected, organised and disseminated in a timely manner to all relevant stakeholders. Administrative duties will include organizing and reporting for meetings, conferences and training events as needed. This position supports contingency planning, managing information sharing and coordination of international humanitarian partners’ interventions, and provides secretariat support to the UN Resident Coordinator, UN Country Team, Disaster Management Team, Inter-Cluster Coordination Group and, as appropriate, the National Disaster Centre. This role supports desired project outcomes including the following:

• Enhanced engagement between the DMT and national counterparts (National Disaster Centre, National Disaster Committee, other government agencies, NGOs, CSOs, churches)
• Regular communication and information sharing between the humanitarian clusters, Disaster Management Team and national counterparts
• Management of the Papua New Guinea country page for HumanitarianResponse.Info.
• Monitoring of emergencies and humanitarian actions in the country

Duties and Responsibilities

Scope of Work

1. Planning, Event Management and Humanitarian Coordination Support

• Organize key stakeholder meetings, including Disaster Management Team and Inter-Cluster Coordination Group meetings. Tasks include communications with participants; preparing and disseminating agendas, meeting notes and documents; tracking attendance.
• Support the coordination of other meetings, workshops and training events. Tasks include communications with participants; preparing and disseminating agendas, meeting notes and documents; tracking attendance; supporting administrative tasks such as venue, catering, projection and sound systems, participant travel and per diem.
• Support the coordination of non-government participation in the National Assessment Standby Team deployment and assessment planning in close consultation with NDC. Tasks include liaising with the National Disaster Centre focal point, communicating with team members to coordinate planning meetings, travel and reporting.
• Deploy to disaster locations in PNG to support response coordination and humanitarian information coordination efforts.

2. Support Information Management

• Monitor humanitarian emergencies in the country. Tasking includes monitoring public and social media for reporting of all events that have or a likely to have humanitarian impacts; contact provincial and national partners (government, UN, NGOs, CSOs, churches, private sector) to collect information on humanitarian impacts.
• Support the timely production and dissemination of internal and external reports on humanitarian emergencies and response actions. Tasks include collecting information from cluster focal points and government agencies on humanitarian response actions; drafting reports or portions of reports on humanitarian needs, response actions and gaps.
• Develop and maintain contact with provincial, national and international partners (government, UN, NGOs, CSOs, churches, private sector) for humanitarian information sharing. Tasks include maintaining contact lists for humanitarian focal points for provincial government offices, Disaster Management Team, Inter-Cluster Coordination Group, development partners, churches, private sector)
• Manage and update content on the Papua New Guinea country page of HumanitarianResponse.Info. Tasks include ensuring the content is organized to allow site visitors to easily access current information, common forms, and that older information is curated and tagged appropriately; manage page access and other administrative tasks.
• Support the preparation of a range of core humanitarian documents, including internal and external reports, communications, background notes, talking points, and presentations on humanitarian topics.

3. Support knowledge sharing

• Make sound contributions to knowledge networks and communities of practice.
• Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners

Competencies

Core Competencies

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 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 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

Core Compete Cross-Functional & Technical competencies

Thematic Area Name Definition Business Direction & Strategy Business Acumen Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome Ability to make good judgments and quick decisions within such frameworks Knowledge and understanding of the operational frameworks in the organization Business Development Knowledge Facilitation Ability to animate individuals and groups, internally and externally, and to design and facilitate activities, to share and exchange knowledge, information and ideas. Knowledge of tools and approaches to stimulate active participation, contribution, and exchange. Business Management Project Management Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals Business Management Partnerships Management Build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies Data Data collection Being skilled in Data Sorting, Data Cleaning, Survey Administration, Presentation and Reporting including collection of Real-Time Data (e.g. mobile data, satellite data, sensor data) Data Data analysis Ability to extract, analyse and visualize data to form meaningful insights and aid effective business decision making Ethics UN policy knowledge - ethics Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Required Skills and Experience

Education:

• Secondary education is required. Or
• A university degree (bachelor´s degree) in Social Sciences, such as Emergency Management, Environmental Science, Business Administration wiill be given due consideration, but it is not a requirement.

Experience:

Minimum of 6 years of experience (with secondary education) or 3 years of experience (with bachelor’s degree) in disaster risk management, emergency response and humanitarian coordination with international organizations.

Required Skills:

Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages.

Desired skills in addition to the competencies covered in the Competencies section:

• At least 2 years of experience with meeting and event management.
• Prior professional or volunteer experience in disaster risk management, emergency response or humanitarian coordination with international organizations.
• Experience in conducting basic analysis of information
• Experience in planning and organizing.
• Experience and exposure to the Papua New Guinea Humanitarian Coordination

Required Language(s):

Fluency in English or Tok Pisin is required.

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.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

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