UNDP Jobs - 53629- Project Assistant - (Open to Kyrgyzstan Nationals

Project Assistant - (Open to Kyrgyzstan Nationals Only)

Location :

Karakol, KYRGYZSTAN

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

20-Feb-15 (Midnight New York, USA)

Post Level :

SC-5

Duration of Initial Contract :

6 months with possible extension

Languages Required :

English Russian

Expected Duration of Assignment :

1 year with possible extension

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

Under the overall guidance and direct supervision of Project Coordinator, the Project Assistant provides project support services ensuring high quality, accuracy and consistency of work.

The Project Assistant works in close collaboration with the National PMU Operations and staff in the office and UNDP CO as required to exchange information and support project delivery.

Duties and Responsibilities

Supports formulation of project strategies and the Annual Work Plan focusing on achievement of the following results:

Supports in collection, analysis and presentation of information for identification of areas for support and project implementation.

Provides effective support to management on Project and administrative-finance matters:

Assist in the project monitoring and management functions as needed;
Provide support in implementation of the relevant projects’ activities;
Liaise with Government authorities as necessary;
Assist in preparation of progress, narrative & final reports of the Project;
Contributes to and assists in finalization of Annual Work Plans and Procurement Plans;
Provides assistance in any research and data collection efforts of the Project;
Assists Project Coordinator in preparation of general correspondences, memorandums, reports, budget information, schedules and other materials;
Maintain calendar of events up to date;
Assist in organization of internal/external meetings related to Project design/implementation/reporting;
Assists in overseeing and coordinating working plans and travel schedules, quality of reports/ documents of International Experts/ Consultants; Provides guidance/feedback to International Experts/ Consultants whenever needed;
Provide assistance in conduction of a Mid-term and final evaluations;
Render logistical and organizational support to Project personnel, international consultants and technical experts;
Provide assistance in organizing and holding seminars, conferences, trainings, and meetings;
Provide interpretation services to project mission members when and where required;
Respond to inquiries regarding files, correspondences and references;
Provide support to office staff in general protocol matters related to visas and accreditation and other logistical matters;
Compile situation reports as necessary;
Interpretation and implementation of procedures and rules related to administrative, procurement, financial and personnel matters and ensure their compliance;
Arrangement of travel and hotel reservations, preparation of travel authorizations;
Full compliance of procurement activities with UNDP rules, regulations, policies and strategies;
Timely preparation and updating of procurement plans for the project;
Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
Obtain necessary information and documents regarding financial records or projects expenditures; provide all requested financial and administrative documentation to country office upon request;
Preparation of requests with all supporting documents for issuance of Purchase orders, contracts, subcontracts and other documents related to procurement of goods and services;
Creation of requisitions in Atlas, registration of goods receipt in Atlas, budget check for requisitions;
Certifying availability of funds and ensuring that the activities are in line with the approved AWP and budget levels;
Monitoring regularly the project budget, provision of timely advice to the Project Coordinator on fund limitations and obtaining approval of budget revision(s) from UNDP. Preparation of budget revisions in line with UNDP/GEF rules;
Assistance in proper control of the supporting documents for payments and financial reports for the Project; payment execution and monitoring payment status;
Ensuring the accurate book-keeping of advance funds received and preparation of reports, where relevant;
Processing of financial documentation (vouchers, supporting documents, etc.) and maintaining internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims, monthly payment orders (MPOs) and other entitlements are duly processed;
Monitoring the Inventory Records, maintain the records and files on assets management, distribute the stationery to personnel and provide advice on procurement of goods to avoid unnecessary purchase;
Preparation and handling the routine correspondence related to general administration, procurement, financial and personnel matters; faxes; memoranda and reports in accordance with UNDP rules and procedures;
Maintenance of files related to personnel, finance, procurement, administrative, logistical, project matters;
Assistance to the Audit and prepare necessary documents;
Ensure timely extension of personnel contracts;
Perform other duties that may be required by UNDP CO unit for effective implementation of the Project activities.

Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Participation in the training for the operations/projects staff on project management, administration, procurement, finance and HR;
Briefing personnel on project, administrative, financial and personnel matters.

Competencies

Promoting ethics and integrity, creating organizational precedents;
Creating an environment of creativity and innovation;
Building and promoting effective teams;
Creating and promoting enabling environment for open communication;
Creating an emotionally intelligent organization;
Sharing knowledge across the organization and building a culture of knowledge sharing and learning;
Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Fair and transparent decision making; calculated risk-taking.

Required Skills and Experience

Education:

Secondary education.

Experience:

3 years of administrative or programme/ project experience is required at the national or international level;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language Requirements:

Fluency in English, Russian and Kyrgyz.

Application:

Applications without the UNDP Personal history form (P.11) will not be considered. Please download P.11 form from http://www.kg.undp.org/content/kyrgyzstan/ru/home/operations/jobs/.
Please upload P.11 form instead of CV.
Please group all your documents into one (1) single PDF document as the system only allows to upload maximum one document.