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Project Associate - Emergency Mine Action Project

Sanaa

  • Organization: UNDP - United Nations Development Programme
  • Location: Sanaa
  • Grade: Consultancy - SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement
  • Occupational Groups:
    • Administrative support
    • Medical Practitioners
    • Crisis Prevention and Recovery
    • Humanitarian Aid and Coordination
    • Mine Action and Weapon Contamination
    • Emergency Aid and Response
    • Project and Programme Management
  • Closing Date: Closed

Background

Consistent with the United Nations Development Programme (UNDP) strategy for assistance to the mine action sector in Yemen, one of the primary goals of the UN is to ensure the most efficient and effective response to the impact of landmines, unexploded ordnance (UXO) and other explosive remnants of war (ERW, including cluster- munitions). According to the UN Policy on Mine Action and Effective Coordination, the primary responsibility for addressing the threats faced by the population from contamination remains with the affected state. To promote national ownership, responsibility, leadership and effective coordination, the UNDP is mandated by the General Assembly to assist the national authorities in their efforts to review and strengthen existing coordination mechanisms and further develop a national mine action programme.
 
Yemen has suffered numerous conflicts since the Second World War, each conflict leaving its own ERW legacy. The current conflict since 2015 in Yemen has become a forgotten war along with the forgotten crises in its wake. Current belligerents are the Government and the Revolutionary Council and in the voids of governance while the fighting continues, numerous insurgents have increased their footprint.  The population are caught in the middle and the human suffering across the country is staggering with widespread hunger, lack of medical support, spread of disease and a general collapse of the economy.
 
As a result, UNDP has developed the multi-faceted Yemen Resilience Programme of which national support to the mine action sector is one pillar. The major counter-parts for UNDP are the NMAC (National Mine Action Centre) and YEMAC (Yemeni Executive Mine Action Centre). The former is responsible for policy and direction and the latter for the implementation and co-ordination of mine action activities in country.
UNDP Yemen is looking to recruit a dynamic individual to join its “Emergency Mine Action” project team.  Under the direct supervision of the CTA s/he will ensure effective delivery of the project by entering and managing the data and supporting the project implementation consistent with UNDP rules and regulations.  The Project Associate may supervise administrative support staff. S/he will work collaboratively with all team members but most closely with its CTA and the Planning and Monitoring Specialist. S/he will work in a fast changing and dynamic environment often with complex and multiple priorities with tight performance deadlines. The Project Associate will be located in UNDP’s Country Office in Sana’a with occasional travel to the project’s field offices, and potentially occasional international travel.

Duties and Responsibilities

Summary of key functions:
  • Support to implementation of project components
  • Provide effective administrative and logistics support to the project in compliance with UNDP rules and regulations, policies and strategies
  • Business Process Quality Assurance
  • Facilitation of knowledge building and knowledge sharing within the project

1. Support to implementation of Project components

  • Provide assistance with the development of action and work plans;
  • Provide assistance with reports on the overall direction and integrity of the project by liaising with the Project’s Planning and Monitoring Specialist and prepare timely and relevant briefings.
  • Support the recruitment/contracting processes necessary for the implementation of the project/sector activities;
  • Provide support in organisation of external evaluation / audit of the project;
  • Draft routine official correspondence/documents and assists in the preparation of new project concept notes;
  • Maintain timetables for the Project Board meetings and provides support to organising and holding the meetings, including the preparation and dissemination of information and follow-up.
2. Provide effective administrative and logistics support to the project in compliance with UNDP rules and regulations policies and strategies:
  • Provide administrative support to organisation of field visits, missions and conferences and other logistics arrangements, as required by the project activities;
  • Assists in preparation of related background materials for discussions, correspondence and briefing sessions;
  • Arrange travel and hotel reservations, obtains necessary travel authorisations/visas as required;
  • Organise meetings, takes notes and follows up on the minutes;
  • Provides translation and interpretation as required for project activities;
  • Organise translation and interpretation services in accordance with business processes;
  • Maintains contacts with stakeholders;
  • Maintains project files;
  • Follows up on timely submission of F10s;
3. Business Process Quality Assurance
  • Facilitate the business processes of project, ensuring they are in line with the UNDP rules and regulations, policies and internal control framework;
  • Provide support with the creation of projects in Atlas, preparation of required budget revisions, revision of project award and project status, determination of unutilised funds, operational and financial closure of projects;
  • Create requisitions in Atlas; prepares non-PO vouchers;
  • Support the Project Team in the procurement process including preparation of RFPs, TORs, receipts of quotations, bids for proposal and their preliminary evaluation;
  • Support the management of physical assets disposal/transfer; follow up on request and maintenance for disposal/transfer action and enter records in the asset control database (system) ensuring inventory records are up to date and accurate;
  • Maintain an up-to-date list of inventory of the project and support annual physical verification by checking the accuracy of records and location of property;
  • Maintain the internal expenditures control system that ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Atlas;
  • Take timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
  • Prepare information for evaluations or audit purposes.
  • Ensure timely submission of monthly leave reports and attendance record cards.
4. Facilitation of knowledge building and knowledge sharing within the project:
  • Participate in the trainings for the operations/projects staff on administrative and financial procedures;
  • Provide training to project staff on the administrative and financial procedures;
  • Train the office/project staff engaged in the conduct of physical inventory;
  • Contribute to the project’s knowledge management and learning agenda.

Competencies

Functional Competencies:
Results-Based Programme Development and Management
Level 1.1: Contributing to results through provision of information
  • Compile information and documentation on specific stages of project’s implementation;
  • Compile background information to identify opportunities for project development and help drafting proposals.
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
  • Maintain general information and select materials in support of partnership building initiatives;
  • Maintain databases of donor information.
Innovation and Marketing New Approaches
Level 1.1: Implementing processes and uses products
  • Document and track innovative strategies/best practices/new approaches;
  • Respond positively to new approaches.
Resource Mobilisation
Level 1.1: Providing information for resource mobilisation strategies
  • Maintain information/databases on potential and actual donors;
  • Maintain database of project files;
  • Maintain data and information needed for preparation of project documents.
Promoting Organisational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
  • Researches best practices and poses new, more effective ways of doing things.
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
  • Understand the main processes and methods of work regarding to the position;
  • Possess basic knowledge of organisational policies and procedures relating to the position and applies them consistently in work tasks;
  • Strive to keep job knowledge up-to-date through self-directed study and other means of learning;
  • Demonstrate good knowledge of information technology and applies it in work assignments.
Client Orientation
Level 1.1:  Maintains effective client relationships
  • Maintain relations with internal and external clients in a timely and appropriate fashion;
  • Organise and prioritise work schedule to meet client needs and deadlines;
  • Respond to client needs promptly.
Core Competencies:
  • Take responsibility for quality of own work;
  • Understand personal and team roles, responsibilities and objectives;
  • Take initiative on self-development;
  • Act as a team player and facilitate team work;
  • Actively listen and correctly interpret messages;
  • Use resources, methods, partners, and information effectively;
  • Understand assignment instructions and apply them as directed.

Required Skills and Experience

Education:
  • Secondary education. University degree would be an asset.
 
Experience:
  • Six years of relevant project experience is required at the national or international level in the following fields;
  • Three years of relevant experience would be accepted in combination with a university degree.
  • Providing project support and/or coordination of activities with NGOs, UN agencies and/or other donor or international organisations;
  • Preparing presentations, meetings and administrative documentation for projects;
  • Preparation of budgets, work-plans and implementation plans;
  • Preparation of solicitation documentation;
  • Experience in the use 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 PeopleSoft system would be an asset.
  • Demonstrable ability of innovation, taking ownership of an entire task’s cycle with the capability of getting closure on complex issues.
 
Language requirements:
  • Fluency in spoken and written English and Arabic.

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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This vacancy is now closed.
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