Project Associate

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Ukraine’s vision of its strategic development is defined by three conceptual frameworks – European integration, NATO Accession (Euro-Atlantic integration) and the Sustainable Agenda 2030. An adequate alignment of these frameworks as well as assessing their overlapping elements can address one of the key challenges of Ukraine’s long-term development planning.

• Perform administrative support functions to facilitate the implementation of the project activities, including personnel matters, attendance records, facilitating missions, office maintenance, reception/registry;
• Contribute to the programme component annual and detailed project implementation work plans, procurement plans and reports preparation, monitor approved project milestones with timely project extension/closure in Atlas in quality and timely manner based on the requirements of the UNDP and programme donors;
• Facilitate project and programme component recruitments and personnel management, including leave monitoring;
• Assure timely and accurate preparation and submission of the documents for selection processes and contract of programme component team extension;
• Participate in data collection, analysis and maintenance of project related database and files; keep accurate electronic and paper filing, information and records systems;
• Participate in project and programme component activities (online meetings, round tables, conferences, other public activities); preparation, connection, implementation and follow up, take meeting minutes etc;
• Provide logistical support, including travel arrangements, accommodation, visas, tickets, create Travel Requests/Travel Claims etc. to the project staff;
• Facilitate and provide full support to component monitoring, evaluation and audit missions, as well as missions of experts;
• Keep updated project inventory and assure that UNDP regulations on the equipment use, storage and proper maintenance are adhered. Assure that the project equipment transfer/disposal is being done in accordance with UNDP rules;
• Maintain the database of all stakeholders and partners;
• Liaise with UNDP Operations on a variety of the operations related issues: procurement, financial management and human resources;
• Provide assistance with project documents translation and interpretation as needed;
• Maintain stationery and office supplies, purchase office equipment when needed;
• Handle project correspondence;
• Provide support to various project activities at the national and sub-national levels;
• Provide support to communication activities and events of the project;
• Facilitate timely and proper preparation, collection and submission of full set of documents for the Project registration card;
• Ensure mainstreaming of gender equality considerations in the project implementation, promote a safe and enabling environment free of any kind of discrimination and abusive behaviour

• Provide day-to-day management of the project financial operations in accordance with UNDP rules and regulations and relevant Standard Operating Procedures (SOPs);
• Prepare and monitor operations budget, assist in preparation of project budget and maintain necessary budgetary controls and records;
• Prepare documents for payments in accordance with the approved project budget;
• Ensure process of payment requests and payments within the limits of the project budget;
• Prepare accurate budget revisions;
• Prepare requests for financial authorization to UNDP Country Office in accordance with the approved project budget;
• Prepare accurate financial reports, including monthly and quarterly disbursement reports and financial reports for donors;
• Monitor expenditures and prepare financial reports and forecasts; 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 and other problems;
• Maintain the filing system;
• Assist programme management in preparation/revision of Programme Implementation Plan.

Operations/Procurement:

• Facilitate the process of procurement and delivery of goods and services through tender/canvas processes in accordance with SOPs;
• Support to organization of procurement processes including Procurement Plan cases creation, e-requisitions, vendor etc.
• Support in organizing events through the conference service companies companies including checking and comparing the received proposals and contract creation in accordance with SOPs.

• Maintain updated database of the project counterparts, contractors, consultants, suppliers, collect relevant information on best services and expertise providers;
• Review press and publications for articles of interest to project and programme and circulate them to programme staff;
• Prepare project and programme related correspondence, maintain contacts with governmental and non-governmental institutions, local authorities, NGOs, academia, etc.;
• Ensure all project communications and training activities are in line with UNDP gender-responsive communications principles;
• Facilitate project and programme related training/learning activities.

Support to other activities of the projects and portfolio:

• Support the preparation of analysis, infographics, presentations on project budget planning, forecast and delivery;
• Maintaining component information calendar in IMS: events, trainings, mission and consultancies;
• Assists inmeetings, drafts minutes and correspondence as requested;
• Preparation of interview reports;
• Organize the reception of visitors;
• Ensure the mainstreaming of gender equality and women’s empowerment considerations in the field of expertise, promote a safe and enabling environment free of any kind of discrimination and abusive behaviour, and use the principles of gender-responsive communications in line with the UNDP corporate standards.
• Perform other duties as assigned by the Project Manager.

Measurable Outputs of the Work Assignment:

• Full and appropriate use of UNDP Programme Operational Policies and Procedures and UNDP Standard Operating Procedures during implementation of the Components of related Projects.
• Projects reporting, quality monitoring and closure activities completed.

• All activities are on track to meet their objectives and target indicators as defined in the project document;
• Relevant outputs of the project are fully and timely implemented in line with the Project’s Annual Work Plans;
• Funds delivery for activities has reached 100%;
• Project operations are carried out in strict accordance with UNDP rules and procedures.

• Communication;
• Delivery;
• Innovation;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others;
• Informed and transparent decision making.

• Basic research and analytical skills;
• Results-based approach;
• Strong communication skills;
• Client orientation;
• Quality assurance;
• Self-management and emotional intelligence;
• Strong interpersonal skills and ability to work effectively with minimum or no supervision as well as part of a team;
• Strong organizational and time management skills;
• Job Knowledge/Technical Expertise;
• High level of creativity and excellent writing skills;
• Ability to identify problems and propose solutions;
• Gender mainstreaming
  • Knowledge of gender equality and women’s empowerment issues and ability to apply it to strategic and/or practical situations, e.g. integrating into the project/programme cycle, including design, planning, and implementation

• Bachelor’s degree in Business Administration, Management, Economics, Human Resources, Finance, Accounting, Law, Political or Social Sciences or other related fields;

• At least 3 years of practical experience of working in the field of administration, finance, programme/project support or other relevant fields;
• Experience of working in international organizations/projects (preferably in the area of democratic governance, sustainable development, social cohesion etc.) will be considered as an advantage;
• Familiarity with UN/UNDP procedures and experience with ATLAS would be an asset;
• Experience in the usage of computers and office software packages (Word, Excel etc); experience in handling of web-based management systems and online platforms.

• Fluency in English and Ukrainian is required.

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: 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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