Summary of key functions:
Project Support Functions:
* Maintain contacts with UNDP Operations Centre on a variety of the operations related issues: finance, procurement, administration, IT and human resources;
* Maintain updated database 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;
* Draft project related correspondence, maintain database of contacts with governmental and non-governmental institutions, local authorities, NGOs, academia, etc. ;
* Perform other functions/tasks when required.
Administrative Functions:
* Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
* Maintenance of the filing system ensuring safekeeping of confidential materials, collect project related information data;
* Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules;
* Arrangements of travel and visa support, and hotel reservations for visiting UN/UNDP officials;
* Provide assistance with project activities (meetings, round tables, conferences, other public activities) preparation, implementation, writing minutes and follow up;
* Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO Standard Opertaions Procedures (SOP);
* Maintenance of records on assets management, preparation of reports;
* Maintenance of files and records relevant to office maintenance.
Finance Functions:
* Assist in the project annual and quarter work-plans preparation and reporting;
* Assist in the progress reporting in timely and quality manner based on the requirements of the UNDP and project donors;
* Participate in project finance/budget related activities to ensure application of the appropriate operational rules and procedures;
* Monitor expenditures and prepare financial reports and forecasts;
* Petty cash management;
* Assist with the project audit, monitoring, and evaluation.
Procurement and Human Resources Functions:
* Prepare documents for contracts issuance and payments;
* Keep updated project inventory and serve as a focal point for the equipment storage and proper maintenance in accordance with UNDP Regulations. Provide support in transfer/disposal of the project equipment in compliance with UNDP rules;
* Assist in the process of procurement and delivery of project goods and services;
* Provision of inputs to preparation of Project Implementation Plans for the project.
* Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, their preliminary evaluation of quotations, bids or proposals;
* Assist with the project recruitment processes. Prepare long list of the applicants. Collect the documentation required for the recruitment and contract extension;
* Serve as a Leave Monitor of the project personnel and maintain project staff attendance records.
Measurable outputs of the work assignment:
* Payments for procurement of goods and services for project prepared accurately and timely;
* 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:
* Quality of work;
* Relations with colleagues and ability to be an effective team player;
* Initiative;
* Time Management skills;
* Technical knowledge;
* Knowledge of required procedures;
* Partnering and networking.
Competencies
* 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 a team;
* Ability to work under continuous pressure and meet deadlines;
* Problem Solving ability;
* Strong computer skills are mandatory;
* Social-media literacy.
Required Skills and Experience
Education:
* University degree in Management, Economics, Environmental, Energy or other related field.
Experince:
* 5 years of experience in the area of operational support, administration, personnel management, procurement or finance with preference for environment and natural resource management projects;
* Experience in handling of web-based management systems;
* Proven interest in environmental issues is highly desirable;
* Experience in the usage of computers and office software packages (MS Word, Excel, etc. ).
* Previous experience of working for nationally executed programme (s) funded by bilateral/multilateral organisations is an advantage;
* Experience in planning and managing international technical assistance programmes, including direct responsibilities for administering project budgets would be an asset;
* Previous experience working with international organizations would be an asset;
* Knowledge of UNDP Rules and Procedures would be an advantage.
Language Requirements:
* Excellent knowledge of Ukrainian and Russian languages, good knowledge of English language.
Application Instructions:
* Click on the "Apply now" button.
* Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. You can type in or paste your Resume into the last box.
* Upon completion of the first page, please hit "submit application" tab at the end of the page. On the next page, you will be asked to upload your Resume. Instead of uploading your Resume, pleasesubmit a fully completed and signed UNDP Personal History Form (P-11). When completing the Form and, even though not currently requested, please include email addresses for your Supervisors.
* Without the completed and signed P11 your application will not be considered. The UNDP Personal History Form can be downloaded at English version. Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued.
* Only short-listed candidates will be contacted and please ensure that copies of your educational qualifications are available when contacted.
This is a locally recruited position and no expatriation benefits will apply.
DEADLINE FOR APPLICATIONS IS 23/10/2014
UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. Applications may only be submitted for specific vacancy. Qualified women are strongly encouraged to apply.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
How to apply: read the vacancy details shown aboveif you feel that this vacancy is suitable for you read the full details by clicking "View Full Details" buttonfollow the instructions shown in that new pagePlease note that each vacancy has its own eligibility requirements and method to apply.View the original article here
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