Undp Dnipro, Ukraine

Background

The United Nations Development Programme (UNDP) works in about 170 countries and territories, helping to eradicate poverty, reduce inequalities and exclusion, and build resilience so that countries can sustain progress. As the United Nations’ development agency, UNDP plays a critical role in helping countries achieve the Sustainable Development Goals (SDGs).

In Ukraine, UNDP operates in five programmatic areas of support: government capacities for crisis response and management; sustaining provision of public services; emergency works facilitating return and reconstruction; incomes, livelihoods and the private sector response; and civil society and maintenance of the social fabric.

The war in Ukraine has resulted in significant loss of life, unprecedented displacement, both internally and towards neighbouring countries, and devastating infrastructure destruction. Eighteen years of socio-economic achievements in Ukraine are at risk. UNDP’s core engagement is to preserve development gains as fully as possible and return Ukraine to the pathways towards achieving the SDGs as quickly as possible.

UNDP launched its Resilience Building and Recovery (RBR) framework for Ukraine on 11 April 2022 to immediately respond to development and humanitarian challenges. The overall objective is to preserve development gains in Ukraine, mitigating risks of descent into a governance and service delivery crisis, embedding activities for recovery from the onset of humanitarian efforts, and facilitating a swift return to development pathways and processes for national attainment of the SDGs.

Based on previous experience and to support strengthened resilience and early recovery of war-affected communities in the selected target areas of Ukraine, UNDP and the European Union, a long-term partner (including for UNDP’s programme in the East), have in parallel launched the “EU4Recovery – Empowering Communities in Ukraine” (EU4Recovery) project, which will ensure a multiplier effect by further expanding key interventions mentioned above. EU4Recovery interventions are grouped under the following key objectives:

•      Target communities have increased access to quality public services that respond to the needs of all population groups, with a particular focus on the most vulnerable.

•      Community security is enhanced, and social fabric is maintained in project target areas.

EU4Recovery is being implemented via an area-based approach, whereby the synergies to be extracted from a multi-sectoral approach have maximum impact on the lives of individuals at community level.

In this context, UNDP is recruiting the Administrative Associate, who will ensure transparent and efficient provision of administrative services and processes for the indicated projects within IDRPB Portfolio. The Administrative Associate will support project implementation and programmatic goals in line with UNDP rules and regulations. The incumbent will also promote UNDP`s mandate as a gender-responsive organization with zero tolerance to discriminatory and abusive behaviour, including sexual harassment, sexual exploitation and abuse.



Duties and Responsibilities

           Support the implementation and coordination of project activities and operational services in the assigned area:

• Ensure compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies,
• Support project monitoring, coordination and implementation, including follow-up on operational support services (payments, recruitments, minor procurement).
• Compilation and preparation of presentation materials, background information and documentation for meetings and missions.
• Organization of workshops, trainings, and other project-related and operational events.
• Provide administrative support to conferences, workshops, retreats.
• Monitor and follow-up on operational support issues with a focus on HR-related issues, and provide accurate and timely updates to the supervisor.
• Liaise with UNDP HR Unit and provide HR support to project personnel.
• Provide inputs on administrative business processes mapping and implement internal standard operating procedures (SOPs).
• Prepare project related correspondence, maintain contacts with governmental and non-governmental institutions, local authorities, NGOs, etc.
• Research and retrieve statistical data from internal and external sources; prepare statistical charts, tables and reports as required.
• Support mainstreaming of gender equality in the project implementation, promote a safe and enabling environment free of any kind of discrimination and abusive behavior.
• Perform relevant supervision of assigned drivers.

 

Ensure effective administrative and logistical support for project implementation, as required, through:

• Managing contacts with visitors and staff, coordinating appointments and meetings, acting as an interpreter and/or taking minutes when required.
• Translation of simple correspondences, when needed.
• Organization of shipments, customs clearance, preparation of documents for UNDP shipments (received/sent), and implementation of follow-up actions as necessary.
• Performance of a Travel Requester role in Quantum and preparation of E-requests for the procurement of goods and services.
• Providing logistical support, including travel arrangements, accommodation, visas, tickets, etc. for project component staff.
• Facilitating minor procurements and delivery of project-related goods and services through tender process in accordance with SOP.
• Following up on deadlines, commitments made, actions taken, and coordinating the collection and submission of the reports to the supervisor.
• Assisting in the preparation of budgets by providing statistical data relevant to operations.
• Preparing and properly controlling supporting documents for payments and activities related to operations.
• Providing information for audit.

 

Support office maintenance and proper assets management through:

• Arranging vehicle transportation, regular vehicle maintenance and insurance
• Checking and recording vehicle daily log and gas consumption, updating and maintaining vehicle history report.
• Managing office stationery supplies, including maintaining a stock list of stationery.
• Distributing stationery as required by staff and keeping a log of distribution.
• Coordination of asset management in the Project Office, maintenance of records, timely preparation and submission of periodic inventory reports.
• Keeping files and records relevant to office maintenance.

 

Support knowledge building and knowledge sharing:

• Participating in trainings for the project personnel.
• Briefing/debriefing of project personnel on issues relating to area of work.
• Sound contributions to knowledge networks and communities of practice.

 

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

Under the direct supervision of the Field Operations Manager, the Administrative Associate provides ongoing administrative assistance and support to the projects, performing a variety of standard administrative processes ensuring high quality and accuracy of work.


Competencies

Core
Achieve Results:	LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
Think Innovatively:	LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously:	LEVEL 2: Go outside comfort zone, learn from others and support their learning
Adapt with Agility:	LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
Act with Determination:	LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner:	LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion:	LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

 

People Management

UNDP People Management Competencies can be found in the dedicated site. 

Cross-Functional & Technical competencies 

Thematic Area	Name	Definition
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.
Procurement	Procurement management	The ability to acquire goods,services or worksfrom an outside external source
Procurement	Contract Management	Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Administration & Operations	Documents and records management	Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Administration & Operations	Inventory Management	Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above
Administration & Operations	Vehicle management	Administration & Operations Vehicle management
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. Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

 

Required Skills and Experience

          Education:

• Secondary Education is required.
• Bachelor’s degree in business administration, Management, Economics, Human Resources, Finance, Accounting, Law, Political or Social Sciences or other related areas would be given due consideration but it is not a requirement.
  
  Experience:
   
• Minimum six (6) years with secondary education or three (3) years with bachelor’s degree of working experience in the field of programme/project support or other related fields.
   

          Required Skills:

• Proficiency in the usage of computers and office software packages (MS Word, Excel) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems. 
  
     Desired Skills:
•  
• Experience in working with and knowledge of ERP systems will be an advantage.
• Experience in organizing events (online and/or offline) is an advantage.
• Experience with UN/UNDP or International organizations or Development organizations is an advantage.
• Experience in facilitating procurement processes is desired.
  
   Language Requirements:
   
• Fluency in English is required.
• Fluency in Ukrainian is required for local personnel.

 

Disclaimer
Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.   
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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For more information please click the link below. Post Date : 2024-08-08 20:50:54 End Date : 2024-08-16 10:59:00 Location : - Full time National PSA- Regular