Administrative Officer

UNDP supports strategic capacity development initiatives to promote inclusive growth and sustainable human development. Together with national, regional and local authorities, civil societies, private sector, UNDP strives to support Ukraine in its efforts to eliminate poverty, develop people’s capacity, achieve equitable results, sustain the environment, and advance democratic governance. UNDP is in line with 2030 Agenda and the Sustainable Development Goals (SDGs), to achieve national strategic capacity development.

In April 2024, UNDP launched a 5-years Green Energy Recovery Programme in Ukraine, which is an integrated initiative designed to diversify the country's energy mix and address the impact of the war on its outdated energy systems. Developed through extensive consultations with the Government of Ukraine, local and regional authorities, the Programme aims to respond urgently to targeted attacks on the energy sector and support its green energy recovery.
The Programme supports the National Energy Strategy of Ukraine, contributing to energy security and independence, promoting a green recovery and transition of the energy sector, and facilitating further synchronization with the EU energy markets. This effort builds on UNDP’s engagement in energy system reconstruction and recovery, leveraging partnerships and lessons learned from the “Winterization Support to Ukraine” project.

Aligned with the UN Ukraine Transitional Framework 2023 and UN Winterization plans, UNDP is providing immediate support to national and local governments to repair energy infrastructure, ensuring critical services to war-affected populations. The Programme focuses on distributing generation sources, decentralizing the power system, and increasing the share of renewable energy sources to reduce reliance on coal generation and reduce CO2 emissions.

The Programme will enhance access to energy from decentralized renewable sources, foster economic empowerment, and improve public governance in the energy sector. These outputs will contribute to Ukraine’s nationally determined contributions (NDCs) towards the Paris Agreement, aimed at reducing global greenhouse gas emissions.

The activities of the Programme are implemented in close coordination with the Ministry of Energy in order to ensure the Programme is in line with Government priorities in the energy sector.

As a result of March-May 2024 attacks on Ukraine's energy infrastructure, critical energy facilities were dramatically damaged - almost 80% of energy generation, transmission and distribution assets were damaged or destroyed, impacting the lives of millions of Ukrainians.

Effective repair and reconstruction of damaged facilities and deployment of distributed backup generation systems in major cities is imperative to mitigate Ukraine's energy infrastructure vulnerability and minimize the impact on critical social services, crucial for Ukraine's resilience amid the ongoing war. Emergency support to ensure access to energy for all Ukrainians requires improved coordination among UN agencies, national and international partners through a nexus lens, to ensure a cohesive and efficient response.
UNDP as lead UN agency in the energy sector will therefore engage with UN agencies, international partners and NGOs to ensure coordination through the ad-hoc UN Energy Coordination Group (ECG) with the goal to enable life-saving assistance and early recovery.

In this context UNDP is recruiting an Administrative Officer to support the operations component of UNDP Green Energy Recovery Programme by facilitating and coordinating the administrative processes.

Under the direct supervision of the Green Energy Recovery Programme Manager and in close coordination with the Project Analyst and CO HR Unit, the Administrative Officer will provide operational, analytical, strategic and coordination support to ensure efficient human resource planning and recruitment processes across the Green Energy Recovery Programme (GERP) and its associated projects. The Administrative Officer will be responsible for the following duties:

Coordinate and Facilitate Recruitment Processes in full compliance with UNDP policies and standard operating procedures.
• In close cooperation and coordination with CO HR Unit advise programme leadership on optimal recruitment modalities, assessment methods, and long-term capacity needs across multiple projects, ensuring strategic alignment with operational expansion and future workforce sustainability.
• In close cooperation and coordination with CO HR Unit provide administrative support to the recruitment processes, including drafting Terms of Reference (ToRs), Descriptions of Assignment (DoAs), and Recruitment Strategies, ensuring strategic alignment with programme priorities and goals, compliance with UNDP policies, and effective talent acquisition strategies.
• In close cooperation and coordination with CO HR Unit support the administrative processing of contract extensions, ensuring documentation accuracy and compliance with internal procedures.
• Assist with logistical arrangements for recruitment-related meetings and assessments, as required.

Coordinate Planning and Monitoring.
• Maintain and update internal recruitment tracking to monitor progress across GERP and supported projects, flagging delays and informing planning on further recruitment cases.
• Provide strategic recommendations on organizational structures and staffing solutions to optimize delivery, resource allocation of programme operations.
• Design and maintain advanced workforce modelling tools, including scenario-based projections for varying implementation and funding conditions; analyze skills gaps, labor market trends, and operational forecasts to provide evidence-based recommendations on staffing structures.
• In close cooperation and coordination with CO HR Unit lead comprehensive process reviews of recruitment and administrative workflows, using data-driven analysis to identify bottlenecks, inefficiencies, and compliance gaps; design and implement optimized processes and solutions to increase efficiency, transparency, and procedural integrity.

Liaise with Internal and External Stakeholders.
• Serve as the focal point for personnel-related queries within GERP, ensuring timely communication and coordination with project teams, partners, and CO HR Unit.
Provide HR-related technical input for donor proposals, progress reports, and strategic programme documents, ensuring human resources planning is integrated into delivery frameworks.
• In close coordination with CO Operations teams facilitate the internal onboarding of newcomers by coordinating administrative procedures, including induction briefings, ID cards issue, IT and workspace setup requests, and access provisioning.
• Coordinate GERP team members working schedules in line with programme implementation timelines and operational requirements.
• Represent the Programme in internal coordination meetings, HR planning groups, where HR-operational alignment is discussed.

Ensure Accurate Documentation and Filing.
• Maintain up-to-date and compliant personnel records.
• Oversee development of internal SOPs and documentation protocols to ensure audit-readiness, reduce procedural risks.
• In close cooperation and coordination with CO HR Unit conduct systematic HR risk assessments covering compliance, workforce continuity, and contractual obligations; develop and implement targeted mitigation strategies and report findings with recommendations to senior management.

Contribute to Reporting and Knowledge Management
• In close cooperation and coordination with CO HR Unit generate high-quality HR analytics, dashboards, and narrative reports, strategic reviews, requiring evidence-based workforce analytics, for internal management and donors.
• Document lessons learned from recruitment processes and contribute to the enhancement of future HR related processes within GERP.

Perform any other duties as assigned by the Programme Manager