Divisional Disaster Risk Management Coordination Associate, Suva

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

The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. The Fiji multi-country office covers ten countries including Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Republic of Naoero, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu as well as provides support to regional initiatives.

UNDP in the Pacific has developed its Multi-Country Programme Document (MCPD, 2023-2027) to guide its interventions in the next five years in full alignment and directly to contribute to the United Nations Sustainable Development Cooperation Framework (UNSDCF, 2023–2027). The Office covers 10 countries in the Pacific with an extensive portfolio which has grown over time. The UNSDCF and UNDP MCPD are designed in full alignment with the 2030 agenda, Samoa Pathway, and 2050 Strategy for the Blue Pacific Continent, which is endorsed by the Pacific Island Countries (PICs) among others. The UNDP Pacific Office next five-year plan strategic priorities are encapsulated under three outcome areas: (i) Planet, (ii) Prosperity, and (iii) Peace. Following a strategic review process which was completed in June 2022, UNDP Pacific office structure is aligned to the emerging priorities of the office. In this regard, the programme portfolio will include mutually reinforcing work streams crafted around two clusters (i) Resilience and Climate Change; and (ii) Inclusive Growth and Effective Governance, supported by a policy and innovations team, operations team, management programme and oversight team, which provides strategic guidance on results management and compliance entrusted with the corporate alignment, programme finance management and quality assurance, and a strategic communications team, which provides knowledge management and communication support to all programme interventions.

Fiji is among the most disaster-prone countries in the Pacific and is exposed to tropical cyclones, floods, storm surges, landslides, droughts, earthquakes, tsunamis, volcanic hazards, disease outbreaks and the increasing impacts of climate change. These hazards continue to affect lives, livelihoods, infrastructure, ecosystems and national development.

The National Disaster Management Act 2024 establishes the National Disaster Risk Management Office (NDRMO) as the lead agency responsible for coordinating disaster risk management, disaster risk reduction, disaster preparedness, response, and recovery and resilience-building across Fiji. The Act further provides for the establishment of Divisional Disaster Risk Management Offices to strengthen sub-national coordination and implementation of disaster risk management.

To support implementation of the National Disaster Management Act 2024, the National Disaster Risk Reduction Policy 2018–2030, the National Disaster Risk Management Plan, the Early Warnings for All (EW4All) Initiative and the Multi-Hazard Early Warning System (MHEWS) Roadmap, the Government of Fiji, through the UNDP Green Climate Fund Programme, will recruit four Divisional Disaster Risk Management Officers to strengthen disaster risk governance and operational coordination across Fiji's four administrative divisions.

The Divisional Disaster Risk Management Associate (DDRMA) is the head of the Divisional Disaster Risk Management Office and is responsible for leading, managing, coordinating, and overseeing the implementation of disaster risk management, disaster risk reduction, emergency management, preparedness, response, recovery, resilience-building, and multi-hazard early warning and early action initiatives within the Division.

Working under the technical direction of the Divisional Commissioners, Manager Emergency Planning Coordination and the administrative supervision of the Divisional Commissioner, and the Project Manager - EW4All, the DDRMO will provide strategic leadership to strengthen disaster risk governance, coordinate multi-sectoral disaster risk management arrangements, build institutional and community resilience, and ensure effective implementation of the National Disaster Management Act 2024, national policies, plans, and programmes at the sub-national level.

The DDRMA will serve as the principal advisor to the Divisional Commissioner on disaster risk management matters and the primary coordination link between the NDRMO, Government agencies, Provincial Administrators, Municipal Councils, communities, development partners, civil society organizations, and the private sector.

Duties and Responsibilities

Summary of Key Functions

The Associate will serve as the primary focal point for:

• Disaster risk governance and institutional coordination;
• Multi-hazard early warning and early action;
• Community resilience and community-based disaster risk management;
• Emergency preparedness, response and recovery coordination;
• Monitoring, evaluation and knowledge management;
• Stakeholder engagement and partnerships;
• Implementation of the undp-gcf early warnings for all (ew4all) project;
• Strengthening inclusive and people-centered disaster risk management.

Provide strategic leadership and governance

• Lead and coordinate the implementation of national disaster risk management policies, legislation, programmes and decisions of the National Disaster Risk Management Council within the Division;
• Coordinate implementation of the National Disaster Risk Reduction Policy, National Disaster Risk Management Plan, and Community-Based Disaster Risk Management Policy, National Humanitarian Policy, Multi-Hazard Early Warning System (MHEWS) Roadmap and other national DRM frameworks;
• Integrate disaster risk reduction, climate resilience and preparedness into divisional, provincial and district development planning;
• Provide strategic advice to the Divisional Commissioner, Provincial Administrators, District Officers and local authorities on disaster risk management and resilience;
• Ensure divisional DRM programmes comply with national legislation and international frameworks, including the Sendai Framework, SDGs and the Framework for Resilient Development in the Pacific (FRDP).

Manage the overall functions of the Divisional Disaster Risk Management Office

• Establish and manage the operations of the Divisional Disaster Risk Management Office;
• Prepare annual business plans, work plans, budgets, procurement plans and implementation schedules;
• Manage financial, administrative and operational resources of the office;
• Monitor implementation of Government and donor-funded programmes;
• Ensure compliance with Government financial regulations and donor requirements;
• Prepare annual performance reports and budget submissions.

Lead in disaster risk planning and preparedness

• Coordinate the development, review and implementation of Divisional, Provincial and District Disaster Risk Management Plans.;
• Coordinate preparation and periodic review of Disaster Risk Management Plans, Contingency Plans, Response Plans and Recovery Plans;
• Support Government agencies in reviewing and strengthening Agency Disaster Management Plans;
• Conduct preparedness assessments, operational readiness reviews, simulation and drill exercises and contingency planning;
• Ensure adequate personnel, equipment and resources are available to support preparedness and response operations.

Coordinate the development of multi-hazard early warning systems and risk reduction

• Coordinate implementation of the Multi-Hazard Early Warning System (MHEWS) Roadmap and divisional activities under the Early Warnings for All (EW4All) Initiative;
• Strengthen coordination between hazard monitoring agencies, emergency responders and communities to support end-to-end early warning systems;
• Support implementation of the Common Alerting Protocol (CAP) and warning dissemination arrangements;
• Coordinate hazard, vulnerability and risk assessments, risk profiling and preparedness planning;
• Support development of hazard maps, evacuation plans and warning protocols'
• Promote impact-based forecasting, anticipatory action and community feedback mechanisms to improve warning effectiveness.

Coordinate community resilience training and stakeholder engagements

• Coordinate Community-Based Disaster Risk Management (CBDRM) training programmes and community resilience initiatives across the Division;
• Support communities to prepare, review and test Community Disaster Risk Management Plans;
• Promote inclusive participation of women, youth, and persons with disabilities, older persons and vulnerable groups in disaster risk management;
• Coordinate community awareness, risk communication and behavioral change programmes;
• Strengthen partnerships with Government agencies, Provincial Councils, Municipal Councils, NGOs, OPDs, faith-based organizations, traditional leaders, development partners and the private sector;
• Facilitate Divisional, Provincial, Municipal, District and Community Disaster Risk Management Committee meetings and stakeholder consultations.

Coordinate emergency operations and response

• Support the Divisional Commissioner in coordinating disaster preparedness, response, relief and recovery operations;
• Coordinate activation and management of the Divisional Emergency Operations Centre (DEOC);
• Coordinate operational information management, situation reporting and inter-agency response;
• Facilitate Initial Damage Assessments (IDA), Post-Disaster Needs Assessments (PDNA) and recovery planning;
• Coordinate emergency logistics, resource mobilization and humanitarian assistance;
• Provide regular operational updates to the National Coordinator and National Emergency Operations Centre.

Conduct monitoring, evaluation and reporting

• Monitor implementation of DRM programmes, projects and Annual Work Plans within the Division;
• Collect, analyze and report performance data against national and donor indicators;
• Support operation of the National DRR Monitoring and Evaluation Online Tracker;
• Prepare monthly, quarterly, annual and post-disaster reports;
• Document lessons learned, after-action reviews, resilience case studies and best practices;
• Support reporting requirements for GCF, UNDP and other development partners.

Provide capacity development

• Coordinate disaster risk management training and capacity-building programmes for Government agencies, Provincial Administrations, community leaders and volunteers;
• Deliver training on Community-Based Disaster Risk Management, Emergency Operations, Multi-Hazard Early Warning Systems and disaster preparedness;
• Coordinate simulation exercises, emergency drills and Training-of-Trainer programmes;
• Lead Early Warnings for All (EW4All) and Common Alerting Protocol (CAP) awareness programmes;
• Promote anticipatory action approaches and strengthen institutional and community preparedness.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. This includes supporting the implementation of special projects and national priorities related to disaster risk management, climate resilience and emergency management.

Institutional Arrangement

The Divisional Disaster Risk Management Associate (DDRMO) will have a by-matrix reporting to the Project Manager - EW4All, along with the Divisional Commissioners and Manager Emergency Planning Coordination of the National Disaster Risk Management Office under the overall guidance of the Divisional Commissioner.

Competencies

Core Competencies

• Achieve Results: LEVEL 1: Demonstrate focus on achieving quality results and impact
• Think Innovatively: LEVEL 1: Look beyond conventional approaches and established methods
• Learn Continuously: LEVEL 1: Actively pursue opportunities for learning and self-development professionally and personally
• Adapt with Agility: LEVEL 1: Be flexible in handling change, and adopt new ideas, approaches and ways of working
• Act with Determination: LEVEL 1: Pursue everything with motivation and drive
• Engage and Partner: LEVEL 1: Act in a way that demonstrates empathy and emotional intelligence, showing consideration for the needs and feelings of others
• Enable Diversity and Inclusion: LEVEL 1: Treat all individuals with respect, consider ethical implications and respond sensitively to all differences among people

Cross-Functional & Technical Competencies

Business Direction & Strategy

• Systems Thinking
  • Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

Business Management

• Risk Management
  • Identify and organize action around reducing, mitigating and proactively managing risks.
• Communication
  • Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels.
• Working with Evidence and Data
  • Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.
• Monitoring & Evaluation
  • Ability to systematically monitor results of strategies, programmes, and activities with a view to ensure that they are being implemented effectively;
  • Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management and results.
  • Ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming.
  • Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools.
  • Ability to make independent judgements based on set criteria and benchmarks. Ability to anticipate client's upcoming needs and concerns.

External Relations & Advocacy (Partnership Management)

• Relationship Management
  • Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.

2030 Agenda: Planet

• Disaster Risk Reduction & Recovery
  • Early Warning & Preparedness.

Required Skills and Experience

Education:

• Secondary education is required, OR;
• A university degree (bachelor’s degree) in disaster risk management, climate change, environmental science, geography, community development, public administration, development studies, emergency management or relevant related fields will be given due consideration, but it is not a requirement.

Experience:

• Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant experience in Government agencies, local authorities, communities, civil society organizations, development partners and the private sector, in the areas of emergency preparedness, Emergency Operations Centre (EOC) operations, disaster response, recovery coordination and incident management.

Desirable skills:

• Demonstrated experience supporting project implementation, activity coordination, and contributing to administrative, logistical, or technical progress reporting;
• Sound knowledge of the National Disaster Management Act 2024, the National Disaster Risk Reduction Policy, and Fiji's disaster risk management governance and institutional arrangements;
• Demonstrated experience in developing policies, plans, standard operating procedures (SOPs), technical guidance documents and training materials;
• Demonstrated experience in coordinating multi-stakeholder initiatives, community engagement, or working with government agencies and civil society in disaster risk reduction or resilience contexts.

Required language(s):

• Fluency in English is a requirement.
• Working knowledge of the local languages Fiji Hindi or iTaukei is desirable.

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

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.

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