Administrative Associate (EDA)

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

The full-fledged war that escalated on 24 Feb 2022 led to critical environmental damages throughout Ukraine. Because of this situation, the state authorities joined forces to cooperate in recording the war damage, especially its environmental impacts for Ukraine. Starting from March 2022, Parliamentary Committee on Environmental Policy and Nature Management together with the Ministry of Environmental Protection and Natural Resources of Ukraine, the State Environmental Inspectorate and other bodies created State Operational Center on Environmental Damage Assessment (later – SOC).

One of main goals of this joined body is to develop necessary legislation for recording the evidence on environmental damage caused by the Russian military invasion, as well as practical mechanisms to collect the evidence throughout Ukraine. Taking into account emergency needs to recovery actions and limited capacities of the governmental bodies, the SOC needs external support from international partners.

This new project aims to establish the Coordination Centre on Environmental Damage Assessment. It will enable the State Operational Center on Environmental Damage Assessment to execute its mandate, through the engagement of a full range of experts, who will carry out capacity assessments and institutional diagnostics; develop the necessary gender-responsive methodologies to record environmental damage; design and carry out gender-responsive communications campaigns for the public at large; formulate appropriate legislation, etc.

The Administrative Assistance to the Project: - Provide comprehensive administrative support functions to ensure the smooth execution of project activities, including personnel matters, attendance records, missions’ facilitation, office maintenance, and reception/registry. - Support the project with timely and accurate preparation of the documents for selection processes and contract extensions. - Participate in data collection, analysis and maintenance of project related database and files; keep accurate electronic and paper filing, information management and record-keeping systems. - Participate, as requested by management in project activities (meetings, round tables, conferences, other public activities). - Support in keeping project inventory up to date 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. - Provide assistance with project documents translation and interpretation as needed. - Maintain stationery and office supplies, purchase office equipment when needed. - Provide support to communication activities and events of the project.

Financial Assistance to Project: - Provide support in day-to-day management of the project financial operations in accordance with UNDP rules and regulations and relevant SOPs; - Contribute to prepare and monitor operations budget, assist in preparation of project budget and maintain necessary budgetary controls and records; - Prepare requests for direct payment to UNDP CO Finance unit in accordance with the approved project budget; - Ensure process of payment requests and payments within the limits of the project budget; - Contribute to preparation of accurate budget revisions; - Prepare accurate financial reports, including monthly and quarterly disbursement reports and financial reports for donors; - Monitor expenditures and prepare financial reports and forecasts; - 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; - Maintain the filing system; - Assist programme management in preparation/revision of Project Implementation Plan.

Operations/Procurement: - Facilitate the process of procurement and delivery of goods and services through tender/canvas processes in accordance with SOP; - Support to organization of procurement processes including vendor creation, e-requisitions etc.; - Support in organizing events through the LTA companies including checking and comparing the received proposals.

Communication Assistance: - Maintain updated database of the project counterparts, contractors, consultants, suppliers, collect relevant information on best services and expertise providers; - Contribute to preparation of project related correspondence, maintain contacts with governmental and non-governmental institutions, local authorities, NGOs, academia, etc.; - Ensure all project communications and training activities are in line with UNDP gender-responsive communications principles; - Facilitate project and programme related training/learning activities.

Support to other activities of the project: - Support the preparation of analysis, infographics, presentations on project budget planning, forecast and delivery; - Preparation of the interview reports; - Organize the reception of visitors; - Perform other duties as assigned.

• Accountability
• Adaptability and flexibility
• Creativity
• Judgement and decision-making
• Planning and organizing
• Professionalism
• Self-management

Business Administration, Management, Economics, Human Resources, Finance, Accounting, Social Sciences or other related fields.

As it is a national UN Volunteer's assignment, the UN volunteer shall organize his/her accommodation by themselves.

Entitlements of National UN Volunteer (Specialist - Step 1)

The contract lasts for the period indicated in the vacancy with the possibility of extensions subject to the availability of funding, operational necessity, and satisfactory performance. However, there is no expectation of renewal of the assignment. This is a full-time contract.

Allowances: • Volunteer Living Allowance (VLA): A Volunteer Living Allowance (VLA) USD 1534 (equivalent in UAH) is provided monthly to cover housing, utilities, and normal cost of living expenses. This includes Well-Being Differentials for the period while the ICSC applies hardship classification to duty stations in Ukraine as “E”. • USD 400 entry lump sum, one-time payment.

Medical and life insurance: • Medical insurance: The UN Volunteer and eligible PFU dependents will receive UNV provided medical insurance coverage. Coverage for UN Volunteers begins from the Commencement of Service and normally ceases one month after the last day of the UN Volunteer Contract date. • Life Insurance: UN Volunteers are covered by life insurance for the duration of the UN Volunteer assignment. If a UN Volunteer dies during the UN Volunteer assignment, the eligible designated beneficiaries will be entitled to receive a life insurance lump sum.

Leave entitlements: • Annual leave:  UN Volunteers accrue an entitlement to 2.5 days of Annual Leave per completed month of the UN Volunteer assignment. Unused accrued Annual Leave up to a maximum of 30 days is carried over in case of a contract extension within the same UN Volunteer assignment. Unused accrued Annual Leave may not be carried over in case of reassignment or a new assignment. • Learning leave: Subject to supervisor approval and exigencies of service, UN Volunteers may request up to ten working days of Learning Leave per consecutive 12 months of the UN Volunteer assignment, starting with the Commencement of Service date, provided the Learning Leave is used within the contract period. • Certified Sick Leave: UN Volunteers are entitled to up to 30 days of certified sick leave based on a 12-month cycle. This amount is reset every 12-month cycle. • Uncertified Sick Leave: UN Volunteers receive seven days of uncertified sick leave working days in a calendar year. This amount will be reset at the established interval period.