Project Associate, NPSA-7, DS – Dnipro, National рosition

Today Ukraine is facing its most serious challenges since achieving independence in 1991. The ongoing war has already resulted in significant loss of life, unprecedented displacement, internally and towards neighboring countries, and devastating destruction of infrastructure. The UN Ukraine Flash Appeal shows that at least 15.7 million people are in immediate need of emergency assistance and protection. Early projections indicate that if the war should continue in the medium to long term, up to 90% of the Ukrainian population could face poverty and extreme economic vulnerability, and the country’s socio-economic progress could be set-back by almost 20 years. In the short-term, 62% of the population is at high risk of falling into poverty. Ukraine’s economy is set to shrink by 45% this year due to the war and even with a moderate recovery in the next few years, by 2025 the GDP would still only be two-thirds of the pre-war GDP in 2021.

In addition, the country faces losses of many people’s lives and devastative destruction of infrastructures and economic bases. Currently, more than 50% of the energy infrastructure damaged, causing the massive disruption of energy supply nationwide with millions of people experiencing power outages and challenges in heating. Extensive scale of destruction of infrastructure, rehabilitating or constructing infrastructures and installing equipment with necessary supply of the materials is urgently required to restore or maintain life-line and key basic services, followed by removal or mines and explosives as well as debris.

In this context, UNDP is recruiting a Project Associate to work in a UNDP Project management team of international and local professional and support staff. The Project Associate will provide project management assistance to the Project Manager by supporting the effective implementation of operational, administrative, procurement, and financial processes. The incumbent is expected to exercise full compliance with UNDP programming, financial, procurement, and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.  

Provide project management assistance by supporting administrative, operational and logistical processes: 

• Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans; 
• Ensure compliance with procedures frameworks, including by learning and applying UNDP’s Programme and Operations Policies and Procedures (POPP), and relevant to project activity financial and administrative requirements; 
• Prepare relevant background materials for use in discussions, correspondence, and briefing sessions; 
• Draft meeting minutes, translate and interpret from Ukrainian into English and vice-versa;
• Ensure efficient travel arrangements are made for the team as required, ensuring proper use of UNDP resources; 
• Assist in arranging appointments, organizing meetings, events, taking minutes of meetings and drafting correspondence for Project Team;
• Keep lists of names, addresses and telephone numbers of applicable government and non-government partners;
• Maintain policy, confidentiality and general management files.

Support financial, procurement and human resources processes: 

• Learn processes and operations of the UNDP Quantum Platform;
• Assist in projects financial resources management, efficient procurement and logistical services;
• Support the elaboration of project work and procurement plans;
• Support the timely preparation and submission of progress reports, donor reports, project reviews, financial reports, audit reports and any other required project reports;
• In accordance with the Annual Work Plan, arrange for procurement of equipment, supplies and services and ensure timely follow up with procurement requests;
• Assist in recruitment processes by reviewing job descriptions, job classifications, forming vacancy announcements, screening candidates, and facilitating interview panels;
• Maintain leave records and travel plans of the Project staff.

Facilitate knowledge building and management: 

• In accordance with the Project Document and in close coordination with the Responsible Parties, adhere to the Quarterly and Annual Targets according to UNDP timelines; 
• Support in organizing Project events;
• Synthesize lessons learned and best practices in the project;
• Provide high quality interpretation and translation in support of the project as needed. 

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The incumbent will work under the direct supervision of the Community Security and Social Cohesion Specialist, and overall guidance from the Head of Area-Based Recovery Programming. Day-to-day management will be provided by the Projects Coordinator – Community Security and Social Cohesion, and the incumbent will be expected to work in close coordination with the EU4Recovery and Recovery and Peacebuilding projects’ teams, promoting a client-oriented approach, and compliance to UNDP rules and regulations.   
 

Cross-Functional & Technical competencies
Business Direction & Strategy – Effective Decision Making: 

• Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
   

Business Management – Project Management: 

• Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals

Business Management – Communication: 

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
• Ability to manage communications internally and externally, through media, social media and other appropriate channels

Administration & Operations – Events Management (including retreats, trainings, and meetings): 

• Support offices with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Human Resources-People strategy and planning – Job design:

• Ability to design job roles to meet specific organizational objectives.
   

Procurement – Financial Analysis:

• Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability.

Required Skills and Experience

1. Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
2. Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.