NPSA6 - Project Assistant


Location : New York, UNITED STATES OF AMERICA
Application Deadline :03-Dec-21 (Midnight New York, USA)
Type of Contract :NPSA (Short-Term)
Post Level :NPSA-6
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-Dec-2021
Duration of Initial Contract :6 months
Expected Duration of Assignment :6 months

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

Effectiveness Group: Effectiveness Group within the Bureau for Policy and Programme Support provides crucial support to ensure that UNDP is an effective, accountable and transparent thought leader and partner of choice for sustainable development. The SSTC Team of the Effectiveness Group works to achieve an increased scale and effectiveness of UNDP’s interventions through SSTC, by articulating the direction of UNDP’s work in SSTC, developing UNDP’s SSTC policy, guidance and programme offer, contributing to increased research and analysis on SSTC, being an active member of the SSTC Inter-agency mechanism led by the UN Office for South-South Cooperation (UNOSSC), and fostering engagement and mutual learning across all levels within UNDP on SSTC.

UNDP implements jointly with the UNOSSC the global project: South-South Thinkers Network. The project aims to(1) build partnership with major think-tank networks, (2) establish and strengthen the global online platform that connects and enables various networks of Think Tanks and centres of excellence and (3) support capacity development of think tank networks to provide data informed analysis and advisory services on SSTC.

Under the guidance and direct supervision of the Project Manager and the Programme Associate, the incumbent provides support to the project implementation and management consistent with UNDP rules and regulations. S/he provides operational, logistics and administrative assistance to the SSTC team for the smooth project implementation.


Duties and Responsibilities

Procurement Support services:

  • Organizes and implements procurement processes for consultants or contractors for goods or services including: Requests for Quotations, Invitations to Bid or Requests for Proposals, receipt of quotations, bids or proposals, their evaluation, as per UNDP’s regulatory framework and standard templates. Ensures integrity of the process and understand the connection between procurement and finance; 
  • Prepares submissions and attends as required, the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP); 
  • Create requisitions in Atlas for development projects; register good receipts in Atlas;
  • Support the preparation of Purchase orders and contracts in and outside Atlas as per UNDP’s standard templates, provide problem solves issues with vendor creation; 
  • Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required;

Project and Financial Management Support services:

  • Provide administrative support in the preparation of project work plans, budgets, and proposals on project implementation arrangements, including tracking the delivery of funds;
  • Prepare and review Atlas financial analysis to support the team cost recovery functions, reconciliation, budgeting and financial reporting;
  • Administers budget and monitor financial transactions with project partners, and provides guidance and capacity building to partners on issues of finance – including contracting, budgeting, accounting and reporting;
  • Prepares periodical financial reports, forecasts, statements on uses of sources and funds in compliance with UNDP and donor’s requirements
  • Supports the year-end closure exercise to ensure timely financial reporting of current year’s activities and timely commencement of following year’s activities. Clean up all PO with balances, take necessary actions maintain, delete, close or re-phase prior year obligations.
  • Assist in preparing financial analysis to support the team cost recovery functions, reconciliation, budgeting and financial reporting;

Administration and logistic support services:

  • Undertake all logistical, administrative and procurement arrangements for organization for meetings, workshops, events, and missions;
  • Assist in drafting of TORs for recruitment of consultants and managing their payment schedule in accordance with the contract and deliverables;
  • Any other responsibilities as assigned by the Supervisor

Institutional Arrangement

  • The Project Assistant will report to SSTC Policy Specialist, under the overall guidance of the Policy Advisor-Development Cooperation, and work closely with Programme Associate of the Effectiveness Group.
  • This is a part time assignment and the Project Assistant will be expected to report 3 days per week for the duration of the contract.
  • The Project Assistant will be expected to work from home except on days when needed by the supervisor to report to the office with advance notice given to the Project Assistant.
  • The hiring unit will provide a laptop for the performance of the Project Assistant’s obligations under the contract. The laptop remains the property of UNDP and must be returned at the conclusion of the contract. The laptop must be returned in the same condition as when delivered to the Project Assistant, subject to normal wear and tear. The Project Assistant will be liable to compensate UNDP for any damage to the laptop that is beyond normal wear and tear.


Competencies

Core Values:

  • Respect for Diversity
  • Integrity
  • Professionalism

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues
  • Accountability
  • Creative Problem Solving
  • Effective Communication
  • Inclusive Collaboration
  • Stakeholder Engagement
  • Leading by Example

Functional Competencies

  • Knowledge of project management
  • Ability to create, edit and present information in clear and presentable formats
  • Ability to manage data, documents, correspondence and reports information and workflow;
  • Good financial and budgeting skills; 
  • Good IT skills.


Required Skills and Experience

Education:

  • Completed secondary education plus 6 years of relevant work experience;
  • With a Bachelor’s degree plus 3 years of relevant work experience; 
  • CIPS certification and advantage

Experience:

  • Minimum 6 years’ of relevant work experience or 3 years (with Bachelor’s degree) working in an operations function with specific experience in procurement and finance within the UN system;
  • Demonstrated ability to cover all areas of administration, travel, procurement and vendor management;
  • Understanding of the financial implications of administrative and procurement functions;
  • Demonstrated understanding and application of procurement, IT and travel policies within the UN system;
  • Experience in the use of ATLAS is an asset; 
  • Experience in supporting a team is an asset.

Language Requirements:

  • Fluency in English, both written and oral; 
  • Working knowledge of another UN language will be desirable.


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