Background

The last nine months in Ukraine have been marked by a rapid succession of intense, disruptive events which have profoundly affected Ukrainian society.

Following the mass protest movement on Maidan in late 2013, which culminated in the overthrow of the Government after the violent clashes between security forces and protestors in February 2014, an interim government was appointed. While both the Government and the subsequent election of a new President are generally supported by most Ukrainian citizens, their legitimacy are questioned by some quarters, including in Eastern Ukraine.

Violence conflict in the Eastern regions and the occupation of Crimea has led a growing number of people to leave their homes and relocate elsewhere in Ukraine or even abroad. The majority of internally displaced persons (IDP) movements have taken place to safer regions. As of 20 August 2014, UNOCHA reported a total of 190,087 internally displaced persons (174,380 – from Eastern Ukraine and 15,707 – from Crimea). At the same time, regional departments of social protection registered approximately 100,000 IDPs, of which 35 percent are women and 34 percent are children, while men constitute about 20 percent, and rest are elderly and disabled people. According to Russian sources, more than 700,000 have fled to the Russian Federation. A Needs Assessment conducted by OCHA in June 2014 in the Donetsk and Lugansk Oblasts indicates that, potentially, a total of 1.52 million people may leave the Eastern regions of Ukraine, should armed conflict and violence continue to take place.

According to numerous sources, there are considerable gaps in the State’s ability to protect IDPs. The central authorities had not issued formal instructions on how to register and assist displaced persons, leading to different practices across the country. Regional authorities are reported to be waiting for instructions on funding allocations for IDPs from the Eastern regions. At present, the basic needs of IDPs are generally covered by activists and civil society. Yet, charitable response capacity is limited and without a systemic countrywide solution-oriented coordination mechanism, it is unlikely to be sustainable for a long period of time, especially in the event of mass arrivals.

There is no medium- to long-term planning to handle IDP-related issues. As IDPs do not appear to expect a long-term stay, some activities are not being undertaken – e.g. employment and income generation supportive activities. So far basic social services are not provided, and the most urgent problem is the medical treatment, especially support to children, pregnant women and the disabled. Moreover, IDPs do not have access to legal support and justice services. Some of them also lost important legal/civic documentation (cases of lost property titles etc.). Many IDPs do not have access to social assistance and benefits, including retirement and child benefits.

The key problems and needs currently faced by IDPs are humanitarian, livelihoods, integration, and security challenges.

Taking this into consideration UNDP developed the Rapid Response to IDPs Issues Project (RRIDP) that would be a short-term, fast intervention planned to provide urgent support to IDPs located outside their home regions and, as such, should be considered as a precursor to a larger more long-term early recovery intervention focused on populations in post conflict zones.

In a view of the above, UNDP in the framework of implementation of Project Initiation Phase, invites applications from highly qualified and experienced Ukrainian professionals for the post of Project Associate to enhance technical performance of the project with an accent on finance, logistics and communication aspects.

Duties and Responsibilities

Under the supervision of the Project Manager the Project Associate will be responsible for the following key tasks:

Administrative Assistance

• Perform administrative support functions to facilitate the implementation of project activities, including personnel matters, attendance records, travel arrangements, facilitating missions, office maintenance, reception/registry, procurement, contracting, communications, inventory;
• Support smooth operational running of the project by following established operational rules and procedures, including preparation of the supporting documentation for contracts and payments;
• Provide support in the preparation of the project annual and detailed implementation work plans and reports in timely and quality manner based on the requirements of the UNDP and project donors;
• Support project recruitment and personnel management; Assure due selection process is in place through advertisements in mass media. Collect the documentation required for the recruitment and contract extension;
• Participate in data collection, analysis and maintenance of projects related data base and files; Keep accurate electronic and paper filing, information and records systems;
• Participate in project activities preparation (meetings, round tables, conferences, other public activities), implementation and follow up;
• Provide logistical support, inlcuding travel arrangements, accommodation, visas, tickets, etc.) to the project staff;
• Provide full support to project monitoring, evaluation and audit missions, as well as missions of experts;
• Keep accurate electronic and paper filing, information and records systems;
• 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 contacts with the national executing agency on a variety of the project related issues;
• Liaise with UNDP Operations on a variety of the operations related issues: finance, procurement 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 telephone enquiries and correspondence;
• Assure that due security measures are in place with regard to the project office;
• Perform other duties as assigned by the project and/or UNDP management.

Financial and Procurement Assistance

• Provide day-to-day management of the project financial operations in accordance with UNDP rules and regulations and relevant SOPs;
• Prepare and monitor operations budget, assist in preparation of project budget and maintain necessary budgetary controls and records;
• Prepare accurate budget revisions;
• Prepare requests for financial authorization to UNDP CO in accordance with the approved project budget;
• Ensure process of payment requests and payments within the limits of the financial authorizations;
• Prepare accurate financial reports, including monthly and quarterly disbursement reports and financial reports for donors;
• Monitor expenditures and prepare financial reports and forecasts;
• Maintain a project petty-cash system with accurate petty-cash records.
• Facilitate the process of procurement and delivery of project goods and services;
• Maintain the filing system;
• 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;
• Support the procurement processes including preparation of RFPs/RFQs and other documents;
• Ensure timely bid opening process and participate in it;
• Ensure evaluation process of the proposals, memos, and prepare CAP submission forms; 
• Assist project management in preparation/revision of Project Implementation Plan.

Communication Assistance

• Maintain updated database of 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 circulate them to project staff;
• Liaise with communication staff of other projects and UNDP Country Office;
• Serve as a focal point for relations with the Programme Section Communications Unit; convey project news for publication at the UNDP website;
• Contribute to the development of the project promotion and information materials such as leaflets, brochures, newsletters, and ensure quality and timely of their production;
• Ensure proper editing of promotion materials and assure that project promotion materials meet UN communications requirements;
• Ensure wide and target distribution of information materials produced;
• Assure that project information is kept updated on SharePoint and UNDP web-site;
• Prepare project related correspondence, maintain contacts with governmental and non-governmental institutions, local authorities, NGOs, academia, etc;
• Facilitate project related training/learning activities.

Measurable outputs of the work assignment:

Full and appropriate use of UNDP Project Operational Policies and Procedures and UNDP Standard Operating Procedures during implementation of the Project.

Performance Indicators for evaluation of results:

Project implementation plan is fully and timely implemented.

Relevant outputs of the project annual work plan are fully and timely implemented.

Competencies

• Good interpersonal communication skills,
• High sense of responsibility to ensure that operational objectives, policies and requirements are met;
• Ability to work effectively as part of a team,
• Good facilitation skills;
• Familiarity with UNDP project management procedures and experience with ATLAS;
• Excellent usage of computers and office software packages;
• Proven writing and communication skills.

Required Skills and Experience

• University Degree in Business Administration, Management, Economics, Finance, Linguistics, or other related field;
• At least 4 years of practical experience of working in the field of administration and finance and/or other related fields preferably in international organizations/projects;
• Experience in communication/PR will be considered as an asset;
• Fluency in English, Ukrainian/Russian is required.

Application Instructions:

• Click on the "Apply now" button.
• Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. You can type in or paste your Resume into the last box.
• Upon completion of the first page, please hit "submit application" tab at the end of the page. On the next page, you will be asked to upload your Resume. Instead of uploading your Resume, please submit a fully completed and signed UNDP Personal History Form (P-11). When completing the Form and, even though not currently requested, please include email addresses for your Supervisors.
• Without the completed and signed P11 your application will not be considered. The UNDP Personal History Form can be downloaded at English version. Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued.
• Only short-listed candidates will be contacted and please ensure that copies of your educational qualifications are available when contacted.

This is a locally recruited position and no expatriation benefits will apply.

DEADLINE FOR APPLICATIONS IS 12/09/2014

UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. Applications may only be submitted for specific vacancy. Qualified women are strongly encouraged to apply.