Project Associate


Localidad : Kyiv, Ucrania
Fecha límite de postulación :27-Nov-18 (Medianoche Nueva York, Estados Unidos)
Tipo de contrato :Service Contract
Nivel de puesto :SB-3
Idiomas requeridos :
Inglés   Ruso  
Duración del contrato inicial :1 year with possible extension

Antecedentes

Project “Human Rights for Ukraine 2019–2023” funded by the Danish Ministry of Foreign Affairs and implemented by UNDP Ukraine is a 5-year initiative which runs from 1 January 2019 until 31 December 2023. It works to strengthen capacities of the national human rights organizations at national and local levels to contribute to reform agendas in line with human rights standards and respond to human rights challenges in Ukraine while mobilizing national authorities and human rights defenders to improve the overall human rights record of the country.

The project is aimed at increasing the potential of the Ukrainian Ombudsperson Office (thereafter OO) and promoting human right initiatives among all national stakeholders, including core duty-bearer in the Legislative branch (Parliament – as a secondary partner), core duty-bearers in the Executive branch (Ministry of Justice, Ministry of Internal Affairs, Ministry of Social Policy, National Agency of Ukraine on Civil Service, State Agencies and Services etc.), sub-national authorities, civil society. The project is an integral part of UNDP’s democratic governance portfolio which provides technical assistance to the national institutions aimed on strengthening their capacities to promote HRBA, democratic and transparency principles into their practice. The Project is funded by the Danish Ministry of Foreign Affairs and implemented by UNDP Ukraine is a 5-year initiative that will run from 2019 and till the end of 2023.

In this context, United Nations Development Programme is recruiting Project  Associate with relevant experience and track record.

Project Associate is responsible for will be responsible for the smooth administrative management and implementation of the project activities in close collaboration with both: the project team and the UNDP Country Office.Project “Human Rights for Ukraine 2019–2023” funded by the Danish Ministry of Foreign Affairs and implemented by UNDP Ukraine is a 5-year initiative which runs from 1 January 2019 until 31 December 2023. It works to strengthen capacities of the national human rights organizations at national and local levels to contribute to reform agendas in line with human rights standards and respond to human rights challenges in Ukraine while mobilizing national authorities and human rights defenders to improve the overall human rights record of the country.

The project is aimed at increasing the potential of the Ukrainian Ombudsperson Office (thereafter OO) and promoting human right initiatives among all national stakeholders, including core duty-bearer in the Legislative branch (Parliament – as a secondary partner), core duty-bearers in the Executive branch (Ministry of Justice, Ministry of Internal Affairs, Ministry of Social Policy, National Agency of Ukraine on Civil Service, State Agencies and Services etc.), sub-national authorities, civil society. The project is an integral part of UNDP’s democratic governance portfolio which provides technical assistance to the national institutions aimed on strengthening their capacities to promote HRBA, democratic and transparency principles into their practice. The Project is funded by the Danish Ministry of Foreign Affairs and implemented by UNDP Ukraine is a 5-year initiative that will run from 2019 and till the end of 2023.

In this context, United Nations Development Programme is recruiting Project  Associate with relevant experience and track record.

Project Associate is responsible for will be responsible for the smooth administrative management and implementation of the project activities in close collaboration with both: the project team and the UNDP Country Office.


Deberes y responsabilidades

Under the direct supervision of the Project Coordinator/Human Rights Team Lead 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;
  • Assure smooth operational running of the project by following established operational rules and procedures, including preparation of the supporting documentation for contracts and payments;
  • Contribute to the project annual and detailed implementation work plans and reports preparation in timely and quality manner based on the requirements of the UNDP and project donors;
  • Facilitate project recruitment and personnel management; Assure due selection process of project experts and consultants is in place through advertisements in mass media, participate in selection process. Collect the documentation required for the recruitment and contract extension, promotion, separation and other related administrative actions;
  • 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 (meetings, roundtables, conferences, other public activities) preparation, implementation and follow up, take meeting minutes;
  • Ensure that travel arrangements and authorizations, mission requests, passport and visa requests and extensions, flight bookings and all other matters related to travel of international and national project staff inside and outside Ukraine are properly and timely authorized and processed;
  • Keep accurate electronic and paper filing, correspondence register and filing, information and records systems;
  • Keep updated project inventory records 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 under UNDP rules;
  • Maintain contacts with the national executing agency on a variety of the project related issues;
  • Provide assistance with project documents and correspondence translation and interpretation as needed;
  • Management of project stationery and office supplies, distribution of stationary supplies as required, purchase office equipment and furniture when needed;
  • Handle project telephone enquiries and correspondence;
  • Participate in the trainings for the operations/projects staff on administrative and financial procedures;
  • Contribute to the project’s knowledge management and learning agenda;
  • Assure that due security measures are in place with regard to the project office;
  • Assist with the project audit, monitoring, and evaluation;
  • Maintain updated networks of project counterparts, contractors, grantees, consultants, suppliers, collects relevant information on best services and expertise providers;
  • Contribute to the preparation of the project bulletins, promotion materials and project web-site update;
  • Drafts project related correspondence, maintains database of contacts with governmental and non-governmental institutions, local authorities, NGOs, academia, etc;
  • Perform other duties as assigned by the project and/or UNDP management.

Financial Assistance:

  • Provide day-to-day support to the project financial operations in accordance with UNDP rules and regulations and relevant SOPs;
  • Prepare accurate budget revisions;
  • Assist in preparation of project budget and maintain necessary budgetary controls and records;
  • Prepare requests for direct payment to UNDP CO Finance unit, PO-based and non PO-base vouchers in accordance with the approved project budget;
  • Create requisitions in Atlas for the project, register of good receipt in Atlas;
  • Ensure timely payment requests and payments to consultants, subcontractors and service providers in accordance with established payment schedules and within the limits of the project budget;
  • Prepare requests for financial authorization to UNDP CO in accordance with the approved project budget;
  • Prepare accurate financial reports, including monthly and quarterly disbursement reports and financial reports for donors;
  • Undertake basic financial analysis (i.e. budget variance) to support project information needs;
  • Monitor expenditures and prepare financial reports and forecasts;
  • Manage and maintain the Petty Cash in accordance with the established rules and regulations and ensure timely reporting and replenishment of the Account;
  • 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, un-posted or unmatched vouchers and other problems;
  • Ensure the proper closing of accounts at the end of each financial year and the preparation of all financial reports required in accordance with established UNDP financial rules and regulations;
  • Closely liaise with UNDP Ukraine Financial unit, Administrative and HR Units to ensure proper coordination of actions and activities related to finance;
  • Assist project management in preparation/revision of Project Implementation Plan.

Procurement Assistance

  •  Ensure timely and in accordance with SOPs processes of procurement and delivery of project goods and services;
  • Facilitate IC recruitment and management processes; collect the documentation required for the recruitment and contract extension, separation and other related procurement actions.

Measurable outputs of the work assignment:

  • Full and appropriate use of UNDP Financial Operational Policies and Procedures and UNDP Standard Operating Procedures during implementation of the Project;
  • Payments for procurement of goods and services for project prepared accurately and in timely manner;
  • High-quality organizational and logistical support provided to project activities and events in timely fashion;
  • Project recruitment processes are properly organized, and project attendance records are kept in order;
  • Support provided to projects’ audit and evaluation;
  • Accurate and timely financial reports are prepared and submitted to UNDP and donors.

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.
  • Initiative;
  • Partnering and networking.


Competencias

  • Mature judgment combined with a proactive, energetic approach to problem solving;
  • Excellent interpersonal and communication skills;
  • Strong organizational and time management skills;
  • Ability to work in team;
  • Ability to work under continuous pressure and meet deadlines;
  • Energetic optimistic approach to all possible problems;
  • Strong computer skills are mandatory.

Core Competencies:

  • Communication;
  • Delivery;
  • Innovation;
  • Demonstrate/safeguard ethics and integrity;
  • Demonstrate corporate knowledge and sound judgment;
  • Self-development, initiative-taking;
  • Create synergies through self-control;
  • Manage conflict;
  • Abilities to ensures all necessary precautions to avoid corrupt practices, maintains standards of conduct that govern the performance of the UN staff, including the prohibition of corrupt practices in connection with the award and administration of contracts, grants, or other benefits, as set forth in the Staff Regulations and Rules of the United Nations, the UNDP Financial Regulations and Rules, and the UNDP Procurement Manual.


Habilidades y experiencia requeridas

  • Bachelor’s degree or equivalent in Business Administration, Management, Economics, Finance, Accounting, Social Sciences or other related field;
  • At least 3 years of practical experience of working in the field of administration, programme/project support service, finance and/or other related fields;
  • Experience in working on similar positions with international organizations/projects will be considered as an advantage;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems;
  • Knowledge of the ATLAS system and/or UNDP SOPs is an advantage;
  • Fluency in English, Ukrainian and Russian is required (both spoken and written).


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