UNDP Jobs - 48829- Project Assistant, "Expert support for the establi

Project Assistant, "Expert support for the establishment of a national ODA system in Kazakhstan", UNDP (only for Kazakhstan citizens)

Location :

Astana, KAZAKHSTAN

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

27-Aug-14 (Midnight New York, USA)

Post Level :

SB-2

Duration of Initial Contract :

12 months

Languages Required :

English Russian

Expected Duration of Assignment :

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.

Background

In 2013 the Government of Kazakhstan pronounced the establishment of the national Official Development Assistance (ODA) system, which aims to form an Agency, known today as KazAID. This initiative specifically focuses on aligning internationally bound Kazakh aid into a single coordination unit. The Ministry of Foreign Affairs has sanctioned institutional capacity building support in efforts to operationalize given development assistance. In partnership with the MFA, the United Nations Development Program further extends the project’s potential by facilitating knowledge sharing of relevant global expertise and partnerships.

The overall project objective is to systematically coordinate Kazakh official development assistance via an effective and efficient implementation of joint project activities as set by the MFA and the UNDP in the Project Document.
To this end, the UNDP is hiring a Project Assistant. Under the direct supervision of the KazAID Project Manager, the Project Assistant will provide administrative, financial and operational support in project implementation. Equally, by working in close collaboration with the operations, and project staff the Project Assistant will ensure quality and timeliness of activities and delivery of outputs.
The prescribed responsibilities will fall under the legal framework of the Project Document, which stipulates that the work of the Project Assistant will be under the direct supervision of the Project Manager, as well as under the general oversight of the Head of the UNDP Strategic Support Unit.

The Project Assistant will work under direct supervision of the Project Manager providing support in the implementation of everyday activities of the Project team. The day-to-day responsibilities of the Assistant will concentrate on administrative, financial and operational issues within the realms of the KazAID project.

Duties and Responsibilities

The duties and responsibility of the Assistant will include:

Procurement:
-Development of a plan and monitoring of procurements for every year according to UNDP rules and procedures
-Collection and systematization of the information on potential suppliers of services/goods
-Ensuring tender selection of the supplier of services/goods in accordance with UNDP requirements and procedures
-Preparation of motivations on the selected supplier of services/goods for consideration by the UNDP procurement committee

Financial management of the project:
-Preparation of budget revisions of the project as minimum once a year
-Preparation of documents for payment in accordance with SOP; create non-PO vouchers in Atlas
-Monitoring of project expenditures in accordance with the work plan and UNDP procedures
-As necessary, preparation of cash advance requests and securing of reporting in accordance with UNDP procedures

Administrative support:
-Preparation of travel requests for the employees of the Project, Executive Partner and UNDP in accordance with UNDP specified order and format
-Solution of organizational issues on reservation and acquisition of tickets and others; Securing visa support, arrangement of transport and accommodation in a hotel and etc. during the visits of foreign experts
-Support in preparation of short-term contracts in accordance with UNDP requirements and procedures and exercising control over observance of contract terms and periods
-Assistance to PM in keeping close contacts with the Implementing Partner, UNDP, the project partners and other organizations by means of direct contacts, collection of information and proposals, registration of incoming and outgoing correspondence, preparation of draft letters and organization of meetings
-Keeping the catalogue of archive data, inclusion of all data on contracts, reports and etc. into it, revision and updating of them in an established format for subsequent use
-Development of a catalogue of materials on monitoring of the project and project activities (correspondence, reports, budget and financial expenses) in accordance with UNDP requirements
-Organization of the process on preparation and logistics of workshops, working meetings, delegations, field expeditions and etc.
-As required, preparation of basic materials to use during presentations, workshops and briefings
-Keeping an inventory list on provision separate expert with project equipment and their responsibility for it and monitoring of the equipment use
-Preparation of unofficial translations and as required, acting as an interpreter.
-Carry out other project-related tasks assigned by the direct supervisor

Impact of Results

The key results have an impact on the success development of the project. Accurate presentation of information, thoroughly and fully documented work strengthens the capacity of the project and facilitates subsequent action by the supervisor.

Competencies

Corporate Competencies:
-Demonstrating ethics and integrity
-Promotes the vision, mission and strategic goals of UNDP
-Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
-Treats all people fairly without favoritism

Functional Competencies

Development and Operational Effectiveness:
-Ability to perform a variety of standard tasks related to project management including screening and collecting of project documentation, entering project data in relevant online system, supporting revisions, filing, provision of information

Leadership and Self-Management:
-Ability to organize work efficiently and deal with a heavy workload
-Consistently approaches work with energy and a positive, constructive attitude
-Demonstrates openness to change and ability to manage complexities

Teamwork:
-Proven ability to work in a multi-disciplinary team and under time constraints

Communication:
-Demonstrates strong verbal and written communication skills

Required Skills and Experience

Education:
Bachelor degree in any discipline (in the field of accounting, financial management or business administration, international relations, or any other relent field). Master’s degree would be an added advantage.

Work Experience:
-At least 3 years of relevant administrative and/or financial experience on a national or international level.
-Experience in financial management, preferably of development projects and in liaising and cooperating with government officials, NGOs, media, academia would be an advantage
-Computer proficiency in MS Office (Word, Excel and PowerPoint). Knowledge of UNDP procurement and administrative procedures will be an added advantage.

Language requirements:
-Fluent spoken and written Russian, good English;
-Knowledge of Kazakh is preferred

How to apply:

Interested and qualified candidates should apply on-line through this site by clicking "APPLY NOW" button. Please ensure that you upload your UN Personal History Form-P11 (on the 2nd page of the application by selecting "UPLOAD RESUME" option) Incomplete applications will not be given consideration. Please note that only short-listed applications will be contacted.