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Project Assistant, "Support to capacity development of NSCP MOH RK in implementation of grants of the GFATM" Project, UNDP

Nur-Sultan

  • Organization: UNDP - United Nations Development Programme
  • Location: Nur-Sultan
  • Grade: Administrative support - SB-2 (SC3/SC4), Service Contract, Local Contractors Agreement
  • Occupational Groups:
    • Administrative support
    • HIV and AIDS
    • Procurement
    • Democratic Governance
    • Education, Learning and Training
    • External Relations, Partnerships and Resource mobilization
    • Project and Programme Management
    • Malaria, Tuberculosis and other infectious diseases
  • Closing Date: Closed

Background

The project "Support to capacity development of the National Scientific Center of Phthisiopulmonology of the Ministry of Health of the Republic of Kazakhstan (NSCP MOH RK) in implementation of grants of the Global Fund to fight AIDS, Tuberculosis and Malaria (GFATM) is a part of umbrella TB programme on expanding quality of multidrug resistant TB control activities in Kazakhstan ran by the NSCP funded by the GFATM. Within this project, UNDP will support capacity development of NSCP in accordance with UNDP rules, regulations, policies and procedures as required by the Approved Procurement Plan and budget agreed between GFATM and NSCP. In particular, the project will focus on the following:

  • Conducting competitive bidding processes at international and national levels
  • Placement of the orders for goods, freight and insurance
  • Monitoring of orders
  • Sharing of information on progress of the procurement processes and expected deliveries on a quarterly basis
  • Contracting for maintenance, installation and repair of equipment, as well as for logistics services such as storage and transportation
  • Keeping all procurement records and reports
  • Providing to NSCP all necessary documents for clearing of incoming shipments on a timely basis
  • Processing payments for concluded contracts as per UNDP regulations and rules, based on certificates of completion of works or receipt reports duly signed by the recipients of goods and/or services
  • Supporting the review of, and conducting communications on the technical specifications, and scope of work and/or other terms of reference

Under the guidance and direct supervision of the Project Manager, the Project Assistant supports for organization of procurement of goods and services under the UNDP contracts both nationally and internationally. The Project Assistant promotes a client, quality and results-oriented approach in the project.

The Project Assistant works in close collaboration with the Operations, Programme and projects staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of key functions:

  • Support in coordination of timely delivery to the national partner of health products and equipment as well as  other goods and services under signed contracts;
  • Support to procurement processes;
  • Prepares requests for direct payment, cash advances, reports on expenses, budget revisions and other required supporting documentation for all financial transactions;
  • Establishes and maintains accurate and up-to-date filing system for the documents;
  • Contributes to the preparation of status and progress reports by collecting information, preparing tables and drafting selected sections;
  • Drafts and/or types correspondence, notes, documents, reports, prepares required contracts, keeps the necessary flow of correspondence;
  • Prepares unofficial translations and receives telephone calls and visitors concerning the projects, responding directly where appropriate;
  • Support to knowledge building and knowledge sharing;
  • Support to implementation of procurement processes including preparation of RFQ, ITB or RFP documents, receipt of quotations, bids or proposals;
  • Perform other duties as may be required.

Competencies

CORPORATE COMPETENCIES
  • Demonstrates integrity by modeling the UN’s values and ethical standards;
  • Promotes the vision, mission, and strategic goals of UNDP;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
FUNCTIONAL COMPETENCIES
 
Knowledge Management and Learning
  • Shares knowledge and experience;
  • Provides helpful feedback and advice to others in the office;
  • Proven networking, team-building, organizational and communication skills;
Leadership and Self-Management
  • Focuses on result for the client and responds positively to feedback;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Remains calm, in control and good humored even under pressure;
  • Responds positively to critical feedback and different points of view.
MANAGING CORRESPONDENCE AND REPORTS
  • Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction;
  • Shows sound grasp of grammar, spelling and structure in the required language;
  • Ensures correspondence, reports and documents comply with established UN standards;
  • Ability to produce accurate and well documented records conforming to the required standard.
 
OPERATIONAL EFFECTIVENESS, PLANNING, ORGANIZING AND MULTI-TASKING
  • Ability to handle a large volume of work possibly under time constraints;
  • Good knowledge of administrative rules and regulations;
  • Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service;
  • Ability to organize and complete multiple tasks by establishing priorities;
  • Plans, coordinates and organizes workload while remaining aware of changing priorities and competing deadlines;
  • Demonstrates ability to quickly shift from one task to another to meet multiple support needs;
  • Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support.
 OTHER RESPONSIBILITIES
  • coordination and reporting of any actions to supervisor;
  • provide on-time and quality performance of the requirements under ToR;
  • provide absolute fulfillment of the requirements stated in the Service Contract.

Required Skills and Experience

Education:
  • Bachelor degree in any discipline (in the field of accounting, financial management or business administration, procurement or other relevant academic discipline).
Experience: 
  • At least 3 years of work experience in administrative and financial support of office operating within international or foreign projects or organizations. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. Experience in procurement will be an asset.
Language Requirements:
  • Proficiency English and Russian, knowledge of Kazakh language is an asset.

Disclaimer

 
 

NB! How to apply:

Interested and qualified candidates should apply on-line through this site by clicking "APPLY NOW" button. Incomplete applications will not be given consideration.

Please note that only short-listed applications will be contacted.

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.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

This vacancy is now closed.
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