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19.02.2019

Project Associate, Kiev, SC, SB3, UNDP in Ukraine

UNDP Ukraine
Негосударственные организации / NGO
  • Регион:Киев

Background

The United Nations Development Programme is recruiting a Project Associate with relevant experience and track record.

Duties and Responsibilities

Under the direct supervision of the Project Coordinator/Parliamentary Reform Team Lead, the Project Associate will be responsible for the following key tasks: Administrative Assistance

  • Perform administrative support functions to facilitate the implementation of project activities;
  • Assure smooth operational running of the project by following established operational rules and procedures, including preparation of the supporting documentation for contracts and payments;
  • Contribute to the project annual and detailed implementation work plans and reports preparation in timely and quality manner based on the requirements of the UNDP and project donors;
  • Facilitate project recruitment and personnel management;
  • Participate in data collection, analysis and maintenance of projects related data base and files; Keep accurate electronic and paper filing, information and records systems;
  • Participate in project activities (meetings, roundtables, conferences, other public activities) preparation, implementation and follow up, take meeting minutes;
  • Ensure that travel arrangements and authorizations, mission requests, passport and visa requests and extensions, flight bookings and all other matters related to travel of international and national project staff inside and outside Ukraine are properly and timely authorized and processed;
  • Keep accurate electronic and paper filing, correspondence register and filing, information and records systems;
  • Keep updated project inventory records and assure that UNDP regulations on the equipment use, storage and proper maintenance are adhered;
  • Maintain contacts with the national executing agency on a variety of the project related issues;
  • Provide assistance with project documents and correspondence translation and interpretation as needed;
  • Management of project stationery and office supplies, distribution of stationary supplies as required, purchase office equipment and furniture when needed;
  • Handle project telephone enquiries and correspondence;
  • Participate in the trainings for the operations/projects staff on administrative and financial procedures;
  • Contribute to the project's knowledge management and learning agenda;
  • Assure that due security measures are in place with regard to the project office;
  • Assist with the project audit, monitoring, and evaluation;
  • Maintain updated networks of project counterparts, contractors, grantees, consultants, suppliers, collects relevant information on best services and expertise providers;
  • Contribute to the preparation of the project bulletins, promotion materials and project web-site update;
  • Drafts project related correspondence, maintains database of contacts with governmental and non-governmental institutions, local authorities, NGOs, academia, etc;
  • Perform other duties as assigned by the project and/or UNDP management.

Financial Assistance:

  • Provide day-to-day support to the project financial operations in accordance with UNDP rules and regulations and relevant SOPs;
  • Prepare accurate budget revisions;
  • Assist in preparation of project budget and maintain necessary budgetary controls and records;
  • Prepare requests for direct payment to UNDP CO Finance unit, PO-based and non PO-base vouchers in accordance with the approved project budget;
  • Create requisitions in Atlas for the project, register of good receipt in Atlas;
  • Ensure timely payment requests and payments to consultants, subcontractors and service providers;
  • Prepare requests for financial authorization to UNDP CO in accordance with the approved project budget;
  • Prepare accurate financial reports, including monthly and quarterly disbursement reports and financial reports for donors;
  • Undertake basic financial analysis (i.e. budget variance) to support project information needs;
  • Monitor expenditures and prepare financial reports and forecasts;
  • Manage and maintain the Petty Cash in accordance with the established rules and regulations and ensure timely reporting and replenishment of the Account;
  • Implement the internal control system which ensures that Purchase orders are duly prepared and dispatched;
  • Ensure timely corrective actions on purchase orders with budget check errors, un-posted or unmatched vouchers and other problems;
  • Ensure the proper closing of accounts at the end of each financial year and the preparation of all financial reports required in accordance with established UNDP financial rules and regulations;
  • Closely liaise with UNDP Ukraine Financial unit, Administrative and HR Units to ensure proper coordination of actions and activities related to finance;
  • Assist project management in preparation/revision of Project Implementation Plan.

Procurement Assistance

  • Ensure timely and in accordance with SOPs processes of procurement and delivery of project goods and services;
  • Facilitate IC recruitment and management processes; collect the documentation required for the recruitment and contract extension, separation and other related procurement actions.

Competencies

Competencies expected of the individual:

  • Mature judgment combined with a proactive, energetic approach to problem solving; excellent interpersonal and communication skills;
  • Strong organizational and time management skills;
  • Ability to work in team;
  • Ability to work under continuous pressure and meet deadlines;
  • Energetic optimistic approach to all possible problems;
  • Strong computer skills are mandatory.

Core Competencies:

  • Communication;
  • Delivery;
  • Innovation;
  • Demonstrate/safeguard ethics and integrity;
  • Demonstrate corporate knowledge and sound judgment;
  • Self-development, initiative-taking;
  • Create synergies through self-control;
  • Manage conflict;
  • Abilities to ensures all necessary precautions to avoid corrupt practices, maintains standards of conduct that govern the performance of the UN staff.

Required Skills and Experience

  • Bachelor's degree in Business Administration, Management, Economics, Finance, Accounting, Social Sciences or other related field;
  • At least 3 years of practical experience of working in the field of administration, programme/project support service, finance and/or other related fields;
  • Experience in working on similar positions with international organizations/projects will be considered as an advantage;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems;
  • Knowledge of the ATLAS system and/or UNDP SOPs is an advantage;
  • Fluency in English, Ukrainian and Russian is required (both spoken and written).

APPLICATION INSTRUCTION:

If you wish to apply for this or other positions, please visit UNDP website, section jobs and apply only:

https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=20476&hrs_jo_pst_seq=1&hrs_site_id=2

DEADLINE FOR APPLICATIONS IS 04 February 2019.