Project Associate

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.

To support the Governament and people of Ukraine, UNDP is launching a project on emergency explosive ordnance clearance and debris removal in Ukraine. The project will help identify critical delivery routes to ensure access and humanitarian support, liaise with the National Mine Action Authority to survey and clear these routes of explosive ordnance presence, facilitate safe access with the demolition of any unstable structures and the removal of debris, and maintain cleared routes for continued safe access.

In this context, UNDP is recruiting the Project Associate, who will be responsible for the overall support of implementation of the the described project and other related outputs related in the portfolio, performing a variety of standard operational services within the projects frameworks ensuring high quality and accuracy of work.

The Project Associate works in collaboration with the operations, programme and project staff in the UNDP Country Office to exchange information and ensure consistent services delivery.

The Project Administrative Associate will work closely with all projects’ personnel and UNDP CO team to ensure relevant requirements are fulfilled in a timely manner with required quality, following the highest standards in line with UNDP guidelines and procedures.

Administrative Assistance in Project: - Perform administrative support functions to facilitate the implementation of the Project activities, including personnel matters, attendance records, facilitating missions, office maintenance, reception/registry; - Contribute to the project annual and detailed project implementation work plans, procurement plans and reports preparation in quality and timely manner based on the requirements of the UNDP and programme donors; - Facilitate project recruitments and personnel management; - Assure timely and accurate preparation and submission 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 and records systems; - Participate, as requested by management in project activities (meetings, round tables, conferences, other public activities); preparation, implementation and follow up, take meeting minutes etc., including as appropriate thos organized as part of the Energy and Environment Portfolio to ensure synergies between projects; - Provide logistical support, including travel arrangements, accommodation, visas, tickets, etc. to the project staff; - Facilitate and provide full support to component monitoring, evaluation and audit missions, as well as missions of experts; - Keep updated project inventory 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; - Maintain the database of all stakeholders and partners; - Liaise with UNDP Operations on a variety of the operations related issues: procurement, financial management and human resources; - Provide assistance with project documents translation and interpretation as needed; - Maintain stationery and office supplies, purchase office equipment when needed; - Handle project correspondence; - Provide support to various project activities at the national and sub-national levels; - Provide support to communication activities and events of the project; - Facilitate timely and proper preparation, collection and submission of full set of documents for the

Project registration card; - Ensure mainstreaming of gender equality considerations in the project implementation, promote a safe and enabling environment free of any kind of discrimination and abusive behaviour. Financial Assistance to Project: - Provide day-to-day management of the project financial operations in accordance with UNDP rules and regulations and relevant SOPs; - 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; - Prepare accurate budget revisions; - 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; - 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; - Review press and publications for articles of interest to project and programme and circulate them to programme staff; - Prepare project and programme 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; - Maintaining component information calendar in IMS: events, trainings, mission and consultancies; - Assists in meetings, drafts minutes and correspondence as requested; - Preparation of the interview reports; - Organize the reception of visitors; - Perform other duties as assigned.

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

· Experience in working in a computer environment using multiple office software packages, experience in ATLAS an advantage. · Working experience within UNDP or another UN agency will be considered as an asset. · Experience of working in international organizations/projects will be considered as an advantage. · Proficiency in use of office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems is an advantage.

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 possibility of extensions subject to 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.