UNDP Jobs - 108649- Project Associate

Project Associate

Location :

Dili, Timor Leste

Type of Contract :

NPSA (Regular)

Starting Date :

19-Sep-2022

Application Deadline :

02-Sep-22 (Midnight New York, USA)

Post Level :

NPSA-6

Duration of Initial Contract :

6 months with possibility of extension

Languages Required :

English

Expected Duration of Assignment :

Initial 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

United Nations Development Programme (UNDP) Country Office in Timor Leste has been working to support the country to achieve the Sustainable Development Goals (SDGs) and reduce human poverty. UNDP’s on-going Country Programme Action Plan 2015-2019 (CPAP) is positioned within the overarching objective of the Timor-Leste United Nations Development Assistance Framework (UNDAF) 2015-2019, which elaborates on four outcomes and seventeen sub-outcomes to respond to the evolving needs within each sector. The formulation of the UNDAF in turn has been guided by the SDGs and the National Development Priorities which were defined in the Government’s Strategic Development Plan 2011-2030. One of the current Governance Programme’s projects is the Parliament Project.

Pro PALOP-TL SAI
Additionally, the Parliament project is supporting the UNDP-EU Project for Strengthening technical and functional skills of Supreme Audit Institutions, National Parliaments and Civil Society for the control of public finances in the PALOP and Timor-Leste (Pro PALOP-TL SAI) in implementing the COVID 19 Mitigation Plan to benefit relevant national counterparts in each beneficiary country, including Timor-Leste. The Mitigation Plan for Timor-Leste will include the following activities:

1. Transversal activities to be implemented between July and December 2021:

a. 2 High-Level Talks/Dialogues with “personalities”, thinkers, influencers and agents of change with global reach to have sessions of 90 minutes webinar per country with decision makers (ministerial and governmental level) on the socioeconomic impact of the COVID19 pandemic globally, in the Africa region and in each PALOP-TL.
b. The ISCTE | Pro PALOP-TL SAI Webinar series composed of 6 webinars (one per country) with 6 modules each (36 webinars in total).
c. The International Budget Partnership | Pro PALOP-TL SAI Webinar series.
d. The Pro PALOP-TL SAI Webinar series.
e. Other transversal activities

2. Longer-term activities to be implemented until 2021

3. Pro PALOP-TL SAI COVID19 socioeconomic impact mitigation plan customization to address Timorese national demand

Considering the additional workload resulting from the transversal activities to be implemented between June and December 2020 (see section 1 of the Mitigation Plan), the JSR project is hiring a national Project Associate to support with logistics concerns.

Duties and Responsibilities

The Project Associate will work under the direct supervision of the Justice Sector Reform Project’s Chief Technical Advisor, and he/she is expected to perform the following tasks:

1) Programme Implementation and Logistics Support:

- Coordinate and liaise regularly with projects’ focal points on project activities for the preparation of webinars and meetings;

- Coordinate and liaise regularly with the participants to the project’s webinars and meetings to ensure their full participation and involvement in the latter;

- Arrange meetings, appointments, trainings; prepare meeting documents and meeting reports;

- Collect statistics, data and information to be used for substantive monitoring and evaluation;

- Ensure that all logistics aspects of the organization of the webinars and meetings are anticipated and taken care of prior, during and after the conducting of these webinars and meetings (sending off invitations; following up to confirm participation; procuring all required materials/services for meetings and webinars such as refreshments, communications material, audio equipment, translation services, etc.; preparing the selected rooms for the webinars and/or meetings; resolving logistics issues arising prior, during and after the webinars/meetings; among others);

- Ensure that all communications are well documented and processes managed with the utmost transparency;

- Keep the files for the related activities (procurement, travel, payments) up to date and in order;

- Undertake any other task as required.

2) Administrative and Financial Management Support:

- Create electronic folders on project documents, correspondence, reports and other materials ensuring safekeeping of confidential materials by following the established filing and archiving standards and procedures for the office;

- Provide administrative support to the Team; handle travel services for staff and meeting participants

- Performs a role of Originator (travel arranger) and Travel Processor (certifying officer) to facilitate official travel according to UNDP Rules and Regulations

- Efficient facilitation of regional workshops, team meetings and other related conferences including but not limited to logistics, administrative and procurement support

- Support in recruitment for project related-staff/consultant/intern; assist in preparing the TOR, selection memo, budget, and coordinating with candidates.

- Support in consolidating the data from multiple ATLAS financial reports, including expenditures and commitments monitoring and tracking.

- Leads maintenance of the inventory of programme/project assets/equipment and programme/project correspondence and files

- Supports the team in providing guidance to the country and project offices on routine implementation of the project, tracking the use of financial resources.

- Support the CTA in the tracking and reporting on activities and resources;

- Support procurement and related financial arrangements in coordination with the Finance Officer and Administrative, Procurement and Finance Unit.

Competencies

Core

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies (insert up to 7 competencies)

*Thematic Area*	*Name*	*Definition*
*Business Management*	Project Management	Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
*Business Management*	Partnerships Management	Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies
*Business Management*	Operations Management	Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
*General (across the functions)*	Event planning and execution	Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP's overall brand and mandate.
*Partnership management*	Relationship management	Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding
*Administration & Operation*	Events management (including retreats, trainings and meetings)	Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
*Finance*	Budget management	Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Required Skills and Experience

Min. Academic Education	Completion of secondary school is required; A University degree in business, management or public administration (or relevant) is an asset and will be given due consideration.
Min. years of relevant Work experience	Secondary education with minimum of 6 years or university degree with 3 years of relevant work experience in administrative, programme and/or management support in an international organization and/or a non-governmental organization and/or the private sector; Previous work experience in organizing and successfully delivering high-level political events; Experience working with a wide range of stakeholders, from international organisations to government institutions.
Required skills and competencies	Excellent interpersonal skills: being able to listen and collaborate with a wide range of players, being able to work independently, being pro-active and taking initiative; Ability to manage workload individually and collaborate with a wide range of colleagues while meeting deadlines; Excellent logistics skills in organizing and successfully delivering high-level political events; Excellent writing skills, as well as strong analytical aptitude and strong communication skills; Excellent computer skills (MS Word, Excel, Powerpoint, internet, e-mail) are required.
Desired additional skills and competencies	Experience in programme implementation and logistics support. Experience in administrative and financial management Experience working with UNDP Timor-Leste; Experience working with UN administration is an asset.
Required Language(s) (at working level)	Fluent in English and Tetum with excellent spoken, reading and writing skills. Strong level of Portuguese is an advantage.