[ENG] VACANCY ANNOUNCEMENT - Project Associate (UNDP)

Agency:
UNDP
Duty station: 
Moscow, Russian Federation
Type:
Service Contract (SC)
Contract duration: 
1 year with a possibility of extension
 
 
DEADLINE: 26 July 2018 
 
 

Background

The UNDP Istanbul Regional Hub (IRH) for Europe and the CIS is UNDP’s main knowledge and advisory hub for the Europe and Community of Independent States Region (ECIS). It aims to connect the region to a global network of development experts, to build knowledge and capacity, and to forge partnerships to meet the development challenges of a large and diverse region. IRH also aims to capture and spread development successes and best practices in the region and to improve the impact of UNDP’s work through effective communications and advocacy.

On 23 January 2015, the Government of the Russian Federation and UNDP signed a Partnership Framework Agreement (PFA) that established the foundation for a long-term Russia strategic partnership with UNDP for the implementation of development projects in other countries. This document brings to a new level the strategic partnership between the Russian Federation and the UN in achieving the Sustainable Development Goals, while also highlighting Russia’s growing role as a donor in advancing the 2030 Agenda globally.

In June 2015, Russia and UNDP signed the agreement establishing the Russia-UNDP Trust Fund for Development (TFD), as a sustainable funding mechanism for programmatic cooperation in third countries, in particular, in the area of leveraging the knowledge, experience and expertise in development co-operation, including by involving academic institutions and individual experts from the Russian Federation.

The three-year project “Knowledge Management and Capacity Building in Russia-UNDP Partnership, Phase II” (KM project) is funded by the Government of the Russian Federation through the Russia-UNDP Trust Fund for Development and directly implemented by Istanbul Regional Hub (IRH) with the project management and implementation support by the Project Team based in Moscow and in partnership with the Ministry of Foreign Affairs of the Russian Federation, the Ministry of Finance of the Russian Federation and the Ministry of Economic Development of the Russian Federation.

The KM project, that is the continuation of the Phase I, aims to scale up several mechanisms of Russian expertise sharing to support achievement of sustainable, scalable development impact in partner countries. The project is structured around 4 main activities:

Database of Russian experts for international development and Russian Experts on Demand Programme;

Knowledge sharing under the Russia-UNDP partnership;

Volunteering programme; and

Internships and Secondments programme.

For more information on Russia-UNDP Partnership and the Project: http://expertsfordevelopment.ru/.

 

Duties and Responsibilities

Under the overall guidance and the direct supervision of the Project Manager and with overall coordination of the Senior National Officer in the UNDP Partnership Support Office, the Project Associate will work in close collaboration with IRH teams, respective project staff, and external clients (governments, donors, consultants, etc.) as required for resolving project issues including administrative, financial and operational and exchange of information. The incumbent is expected to perform the following tasks to support effective management, financial monitoring and reporting on implementation of the project:

1) Support in Project Management:

  • Support the Project Manager in the implementation of the Project’s strategic and operational objectives;
  • Support in the preparation of project work plans, budgets, and proposals on project implementation arrangements;
  • Organize, compile and process information from the donors, IRH and the Project Team, as inputs to various databases and documents;
  • Support in organizing and participate in the Project Board meetings and take note of decisions made/follow up actions;
  • Review relevant documents, reports and e-mails; identify problems to be addressed and pro-actively initiate corrective actions; liaise with relevant parties;
  • Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers;
  • Support in drafting project reports and updates, including financial data, in coordination with the project team;
  • Support collection, analysis and presentation of background information for preparation of the project-related events;
  • Collect and disseminate information related to thematic area, including inputs for donor reports and provide information when requested from various sources;
  • Provide necessary information for the audit of the project if need be and support implementation of audit recommendations.

2) Administrative and Financial Management Support to the Project Implementation:

  • Overall support the Project Team in the administrative and financial management of the Project;
  • Ensure implementation of the control mechanisms, finance business processes and internal Standard Operating Procedures in Finance in consultation with the Operations Associate and IRH Operations Team;
  • Assist in entering and management of project related data in Atlas, creation/monitoring of e-requisitions, vouchers and purchase orders in Atlas;
  • Ensure maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Atlas;
  • Provide proper control of the supporting documents for payments and preparation of background materials;
  • Preparation of draft financial reports on the project ensuring its compliance with UN/UNDP rules, regulations and policies, monitoring of progress and review of financial reports, including in Atlas project management module;
  • Support in preparation of required budget revisions;
  • Assist in preparation of monitoring missions by the project personnel and civil servants;
  • Support procurement processes, including interns/secondees’ assignments through preparation and posting of TORs and establishment of vendor profiles in the system, and facilitate the recruitment of consultants by country offices;
  • Ensure timely preparation and submission of project personnel’s, and consultants’ when required, requests for payment to Finance Unit;
  • Keep the project files for the related activities (procurement, travel, payments) up to date and in order;
  • Ensure that all communications are well documented and processes managed with the utmost transparency. 

3) Travel Support:

  • Carry out all administrative requirements and arrangements with respect to the project staff and civil servants’ official travel liaising with travel agent(s), including purchase of tickets, DSA calculations, hotel booking, visa support and other services when necessary;
  • Make travel arrangements and coordinate all administrative, logistical and security requirements when required.

4) Facilitation of Knowledge Building and Knowledge Sharing:

  • Support synthesis of lessons learnt and best practices related to the project management;
  • Facilitation of knowledge building and knowledge sharing on financial and operational issues.
  • The Project Associate performs other related duties as assigned.

The Project Associate performs other related duties as assigned.

 

Competencies

Core:

Innovation
Ability to make new and useful ideas work
 
Leadership
Ability to persuade others to follow
 
People Management
Ability to improve performance and satisfaction
 
Communication
Ability to listen, adapt, persuade and transform
 
Delivery
Ability to get things done
 

Technical/Functional:

Primary:

Advocacy/Advancing A Policy-Oriented Agenda
Identifies and communicates relevant information for a variety of audiences for advocating UNDP’s mandate
 
Results-Based Programme Development and Management
Assesses project performance to identify success factors and incorporates best practices into project work
Researches linkages across programme activities to identify critical points of integration
Monitors specific stages of projects/programme implementation
 
Building Strategic Partnerships
Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues
Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders
 
Innovation and Marketing New Approaches
Generates new ideas and proposes new, more effective ways of doing things
 
Resource Mobilization (Field Duty Stations)
Analyzes information/databases on potential and actual donors
 
Promoting Organizational Learning and Knowledge Sharing
Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
 
Job Knowledge/Technical Expertise
Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating 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
 
Global Leadership and Advocacy for UNDP’s Goals
Identifies and communicates relevant information for advocacy for UNDP’s goals for a variety of audiences
 
Client Orientation
Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
 
Teamwork
Works collaboratively with colleagues to achieve organizational goals
Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others
Places team agenda before personal agenda
Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position
Shares credit for team accomplishments and accepts joint responsibility for team shortcomings

 

Required Skills and Experience

Education:

Secondary Education with preferably specialized certification in Administration and/or Accounting and Finance.
OR
University Degree in Business, Public Administration, Economics, or any relevant area

Experience:

1)

6 years of progressively responsible administrative/finance or programme/project implementation support experience (applicable for applicants having secondary education)

OR

3 years of progressively responsible administrative/finance or programme/project implementation support experience (applicable for applicants having bachelor’s degree)

2) Required experience in:

Providing project support;

Preparing presentations, meetings and administrative documentation for projects;

Preparation of budgets and work-plans;

Undertaking internet search using search engines;

Contributing to report writing and undertaking desk research.

3) Proven experience in working in international organizations including on implementation of international projects is required.

4) Prior experience in UN/UNDP and good knowledge about UN/UNDP rules and procedures is highly desirable.

Language Requirements:

Fluency in English and Russian is required.

Other:

Experience in the usage of computers and office software packages (MS Word, Excel and PowerPoint) is required.

Experience in handling of web based management systems is required (i.e. ERP, Atlas).

 

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