Project Assistant (pool recruitment)

Contract

This is a LICA-4 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 4 years of experience, depending on education. More about LICA-4 contracts.

Background Information - Job-specific

On 24 February 2022, the military of the Russian Federation invaded Ukraine, with strikes across the territory of Ukraine. Since then, Russia’s invasion imposes a severe humanitarian and socio-economic toll, global energy and food crisis, large-scale destruction of the country's infrastructure, and disruptions in the provision of critical services and degradation of social fabrics and communities’ ties, triggering one of the world’s most significant forced displacements.

Severe attacks on energy and critical infrastructure facilities leave millions of people without electricity, water or heating supply, struggling to access water, food, health services, materials to repair homes, among others. The continued attacks cause substantial damage to the country’s economy and agricultural production, and also affect the poorest countries worldwide.

UNOPS support to partners spans the humanitarian-development nexus from emergency response to building back better, across the housing, health, education, transport, energy and mine action sectors, through infrastructure, procurement and technical assistance / project management interventions, with the ultimate aim of supporting the country on its EU accession and in its achievement of the Sustainable Development Goals.

Functional Responsibilities

****This is a local position, it is therefore open to Nationals of Ukraine and to individuals who have a valid residence/work permit.****

Under the direct operational supervision and guidance of the Project Manager and in close collaboration with other personnel, the Project Assistant will work in the UNOPS’ office in Kyiv. S/he will provide administrative support to the Project Team and perform other related functions at the level of authority as delegated by the Project Management Support Specialist, ensuring high quality, accuracy, and consistency of work.

The Project Assistant is responsible for the day-to-day administration of the project systems and functional interfaces concerned and provides services to the Project Team in support of project delivery. He/she is expected to meet and exceed the project’s performance and delivery goals related to the position.

The Project Assistant will get familiar with the project’s initiation documents (PID), Legal Agreement and have a thorough understanding of the terms, conditions, and respective roles and responsibilities of the Project Team, partners, and stakeholders to ensure the project is delivered administratively correctly for UNOPS and the clients. The success of the Project and hence of the Project Assistant will be based on the Success Criteria of UNOPS engagements which are linked to the below responsibilities.

1. Administrative Management Support

• Assist in project activities with the focus on compliance and following UNOPS Project Management Manual.
• Assist the Project Team on the project implementation and provide general administration support, including drafting of letters and other project documentation
• Assist the Project Team in the overall financial administration of the project in line with UNOPS policies and regulations.
• Support the Project Team in preparing all project-related documentation, as directed.

• Ensure record keeping of project-related activities, archiving, distribution, and circulation of working documents, arrange and prepare minutes of project-related meetings.

• Support in the travel arrangements of project personnel, prepare and review travel authorizations, documentation, and process travel payments.

2. Procurement and Logistics Support

• Support procurement processes, including drafting of specifications, selecting and implementing the appropriate solicitation method, and preparing procurement-related documentation to attract required technical expertise for specifications’ development and evaluation processes.
• Routinely follow up on procurement activities, monitoring delivery schedules, making correction actions, if required, on behalf of the supervisor and inform the supervisor of the status.
• Maintain routine correspondence with vendors/suppliers, beneficiaries/recipients, and appropriate filing of delivery and receipt of consignments according to the delivery schedule, including obtaining delivery reports. Arrange and participate, if necessary, in inspections of delivered goods.
• Arrange and monitor transportation and logistics of goods as required for the project.
• Process invoices for the delivered goods and services, ensuring accuracy and completeness of documentation, and follow up with clients and vendors/suppliers on timely payments.
• Assist in the drafting of financial reports for donors and beneficiary Government counterparts. Draft reports, tables, charts, and related documents by applying technical skills and knowledge in formatting documents and presentations.
• Investigate and resolve post-order problems, if any, and prepare progress reports on procurement matters.
• Collaborate with the UNOPS Ukraine Procurement unit and other UNOPS Ukraine Offices to solve payments-related problems.
• Establish and maintain working files on procurement activity; prepare letters, memoranda, emails, and other correspondence; monitor progress and liaise with vendors during the entire procurement cycle.
• Collect and record the data on vendors’ performance and assist the vendor performance assessments.
• Ensure that all supporting documents are available for audit and for review purposes.

3. Knowledge Building and Knowledge Sharing

• Assist and/or participate in training sessions for the project personnel on administration, procurement, logistics, and project operational matters.
• Participate in and provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learned and disseminating best practices in administration, procurement and logistics support.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively for efficiency gains

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

a. Education

• Secondary education is required.
• Bachelor Degree in Economics, Accounting, Logistics, or other related fields is desirable and may substitute for some of the required years of experience
• A Master's Degree in Business Administration or a related field is considered an asset and/or industry certification and may substitute for some of the required years of experience.

b. Work Experience

• Four (4) years of relevant experience in general administrative OR project implementation OR procurement, OR operations support services in national and/or international public or corporate organizations is required.
• Experience working in a project-based environment is required.
• Proficiency in computers and office software packages and experience in handling web-based management systems is required.
• Familiarity with UN system organizations is desirable.
• Experience in the use of Enterprise systems is desirable.

c. Language Requirements

• Fluency in Ukrainian and English is required.

Contract type, level and duration

****This is a local position, it is therefore open to Nationals of Ukraine and to individuals who have a valid residence/work permit.****

Contract type: ICA Contract level: Local ICA Support - LICA 4 (ICS4) Contract duration: Open-ended (with different projects supported), subject to organizational requirements, availability of funds and/or to satisfactory performance

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.