Project Associate [Open to internal and external applicants]

Overview

The Project Associate will assist in the efficient delivery of a joint project, focusing on administrative, logistical, procurement, and financial management tasks. The role supports the achievement of project results and ensures compliance with UNDP rules and policies.

Key Responsibilities

• Undertake administrative, logistical, travel, procurement, financial and asset management tasks.
• Provide support to procure goods and services.
• Provide administrative support in arranging Joint Project related meetings.
• Participate in the preparation of work plans, operation plans and procurement plans.
• Provide support in quality control of Joint Project activities.
• Maintain an appropriate filing system and documenting the implementation.
• Provide support in regular monitoring and data collection.
• Provide general secretarial and administrative assistance.
• Ensure administration and implementation of operational strategies.
• Provide financial support, focusing on achievement of results.
• Assist Joint Project team in drafting Joint Project progress reports with financial data.
• Assist project management in performing budget cycle.
• Provide assistance to partner agencies involved in Joint Project activities.
• Monitor Joint Project expenditures.
• Perform preparatory work for mandatory and general budget revisions, annual physical inventory, auditing.
• Ensure that all Joint Project financial activities are carried out on schedule and within budget.
• Ensure timely submission of financial reports.
• Perform all other financial related duties, upon request.
• Provide operations support to the Joint Project.
• Ensure that UNDP procurement rules are followed.
• Organization of procurement processes.
• Coordination of surveys, DSA, travel agencies, organization of common services and other administrative surveys.
• Prepare and timely submit travel documents.
• Support with protocol matters, registration of staff, coordination with national partners.
• Compile, organize and file information and documents.
• Preparation of documents set for vendor creation.
• Ensure proper control of the supporting documents for payments.
• Prepare and timely submit payment requests.
• Provide financial monitoring over Joint Project commitments and expenditures.
• Keep regular contact with Joint Project experts and consultants.
• Control the usage and proper accounting of non-expendable equipment.
• Provide necessary administrative, financial and logistical support to the Joint Project events.
• Keep files of Joint Project documents and expert reports.
• Act on telephone inquiries, fax, post and e-mail transmissions, and co-ordinate appointments.
• Provide translation of documents for/to English/Russian/Belarusian as required.
• Draft Joint Project correspondence and documents.
• Finalize correspondence of administrative and financial nature.
• Edit reports and other documents for correctness of form and content.
• Assist in collection, preparation and submission of support documents for NPSA contracts extensions.

Required Experience

• Minimum 7 years (with Secondary Education) OR 4 years (with Bachelor´s degree) of relevant work experience in the field of Administration, Finance, Economics. Business Administration or Public Administration.
• 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.
• Experience of working for international organization related to project implementation and previous experience managing UNDP projects is desirable.
• Demonstrated experience of working in a multi-cultural work environment is an asset.
• Demonstrated experience in Project administration is an asset.
• Demonstrated experience in financial administration is desirable.
• Demonstrated experience in working with international organizations project implementation is desirable.
• Demonstrated experience to communicate well and interact with key partners in project implementation and delivery is an asset.
• Demonstrated Experience in project-level or state/national-level monitoring and evaluation system implementation is an asset.

Qualifications

Secondary Education is required. University degree (Bachelor’s degree) in public administration, Business Administration, Public Administration, Management, Economics, or related field will be given due consideration but is not a requirement.

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