Background

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

The Project Assistant works in close collaboration with the operations and project staff in the office and UNDP CO as required exchanging information and supporting programme 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 programme 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 Mid-term and final evaluations;
• Render logistical and organizational support to Project personnel, international consultants and technical experts;
• Supply relevant information to the Operations team when and as needed;
• Provide assistance to the Operations team on financial, administrative, HR and procurement matters related to the mandated projects, when and as needed and in full compliance with UNDP rules and procedures;
• 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;
• Timely preparation and updating of procurement plans for the mandated projects;
• Obtain necessary information and documents regarding financial records or projects expenditures. Provide requested financial and administrative documentation upon request;
• Support to preparation of requests with all supporting documents for issuance of Purchase orders, contracts, subcontracts and other documents related to procurement of goods and services under the mandated projects;
• 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;
• 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;
• Assistance to the Audit and prepare necessary documents;
• 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.

Competencies

Core 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.

Functional Competencies:    

Building Strategic Partnerships:

• Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing:

• Researches best practices and poses new, more effective ways of doing things;
• Documents innovative strategies and new approaches.

Job Knowledge/Technical Expertise:

• Understands the main processes and methods of work regarding to the position;
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
• Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development:

• Documents ‘best practices’ in organizational change and development within and outside the UN system;
• Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems:

• Uses information/databases/other management systems;
• Provides inputs to the development of simple system components.

Client Orientation:

• Reports to internal and external clients in a timely and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
• Responds to client needs promptly.

Promoting Accountability and Results-Based Management:

• Gathers and disseminates information on best practice in accountability and results-based management systems;
• Prepares timely inputs to reports;
• Maintains databases.

Required Skills and Experience

Education:

• Secondary Education.

Experience:

• 3 years of relevant administrative or programme experience is required at the national or international level;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages;
• Experience in drafting reports and project/programme documents is an asset;
• Experience in relevant programme/project is an asset.

Language:

• Fluency in  Russian and English;
• Knowledge of Kyrgyz is an asset.

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 combine all your documents into one (1) single PDF document as the system only allows to upload maximum one document.