ПРООН в Україні шукає Project Associate

Background
The EU-UNDP Parliamentary Reform Project (PRP) is aimed at strengthening the functioning of the Ukrainian Parliament, the Verkhovna Rada of Ukraine (VRU), to become a progressively more effective, accountable and transparent institution in carrying out its constitutional responsibilities of legislation, oversight, and representation with positive influence on the overall process of EU-Ukraine Association Agreement implementation. The project strategy is aligned with the priorities of the EU’s Single Support Framework for Ukraine 2018 – 2020, the Government of Ukraine – UN Partnership Framework 2018–2022, and the UNDP Country Programme Document 2018 – 2022. It is built on achievements and lessons learnt of the EU-UNDP Rada for Europe project (2016-2018) and will continue to support parliamentary reform, including through promoting the implementation of the recommendations of the 2016 Needs Assessment Mission (NAM). For the continuation of parliamentary reform, top level leadership and political ownership is key, which will be assured through continuous high-level consultations with relevant stakeholders and full transparency of project implementation. 

The project is an EU-funded initiative strongly connected to UNDP’s Democratic Governance Programme and comprises of three components. Component One, #Rada4Reforms, will focus on fostering the parliament’s role in the overall reform process with a particular emphasis on improvement of the legislative process and parliamentary oversight, by providing comprehensive expert support to the implementation of the VRU Roadmap for Internal Reform and Capacity Building, improving the quality draft law expertise and impact assessment, and enhancing parliamentary monitoring. 

Component Two, #RadaPro, will support the professional modernization of the parliamentary Secretariat, through the finalisation and implementation of its strategic development plan and comprehensive human resource development, including in the Committee Secretariats, along the lines of broader public administration reform (PAR) and the law “On Civil Service”. 

Component Three, #Transparent&Service-OrientedRada, by making use of new technologies for communications, civic education and participation in coherence will build stronger transparency and accountability links between parliament and citizens with special focus of increasing public trust to the Ukrainian Parliament.

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

Duties and Responsibilities
Under the direct supervision of the Project Coordinator/Parliamentary Reform 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.

Competencies expected of the individual: 

• 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.

Required Skills and Experience

• Bachelor’s degree 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).

APPLICATION INSTRUCTION:

If you wish to apply for this or other positions, please visit UNDP website, section jobs and apply only

DEADLINE FOR APPLICATIONS IS 04 February 2019.