Project Associate, SC, United Nations Social Cohesion and Reconciliation Index for Eastern Ukraine Project

Background

The United Nations Social Cohesion and Reconciliation Index for Eastern Ukraine (USE) is based on the methodology of the Social Cohesion and Reconciliation Index (SCORE), originally developed in Cyprus by UNDP and the Centre for Sustainable Peace and Democratic Development (SeeD). USE is a state-of-the-art, tailor-made monitoring and assessment mechanism designed to provide high-quality analysis for targeted recovery, peacebuilding and development policies and interventions, specifically within the context of eastern Ukraine. The USE data is subject to both descriptive and predictive analysis, which provides an understanding of social dynamics in conflict-affected communities.

The USE methodology engages national, regional and local government and civil society partners throughout the entire process, which allows for an appropriate measure of the relevant dimensions for current, planned, and potential interventions in the field of social cohesion. Consequently, USE is both a transparent procedure and a purpose-designed analytical tool that allows for informed strategic choices for recovery and development assistance by implementers and policy makers alike.

The first USE wave of data collection and participatory analysis was conducted in 2017 and the results are available on a dedicated, interactive website: use.scoreforpeace.org. On the basis of the success of the first wave, the three participating UN agencies (UNDP, UNICEF and IOM) intend to conduct three more annual waves (2018-2020), and are seeking to recruit qualified professionals to join a dedicated USE team.

Duties and Responsibilities

Duties and Responsibilities

Under the direct supervision of the USE Project Team Lead, the Project Associate will be responsible for the following key tasks:

Administrative Assistance

• Contribute to the project annual work plans and reports in a timely and quality manner based on the requirements of the Project Board and donor(s);
• Participate in data collection, analysis and maintenance of project-related data and files, including by maintaining accurate electronic and paper-based information and records systems, and participating in project activities (meetings, roundtables, conferences, etc.) including preparation, implementation and follow up actions, such as taking notes and preparing minutes, as required;
• Assure smooth operations of the project by following established UN operational rules and procedures, including preparation of supporting documentation for contracts and payments, facilitating tenders and recruitment of experts and consultants, participating in selection processes as required, preparing documentation required for recruitment and contract extensions, and other administrative actions, and assist in the process of procurement and delivery of project goods and services;
• Ensure that travel arrangements and authorizations, mission requests, passport and visa requests and extensions, flight bookings and all other matters related to travel of international and national project staff inside and outside Ukraine are properly and timely authorized and processed;
• Perform administrative support functions, including maintaining personnel records, reception/registry duties, procurement and contracting processes, keeping inventory and management of stationery and office supplies, purchase of office equipment and furniture as required, etc.;
• Handle project telephone enquiries and correspondence, including drafting and translating project-related correspondence as required, and maintaining a database of contacts with governmental and non-governmental institutions, local authorities, NGOs, academia, beneficiaries, partners, etc.;
• Frequent travel to eastern Ukraine (government controlled areas of Donetsk and Luhansk oblasts, as well as Dnipro, Kharkiv and Zaporizhzhia oblasts) will be required
• Perform other duties as assigned by the Project Team Lead or Peace and Development Advisor (PDA).

Financial Assistance

• Provide day-to-day support to the project’s financial operations in accordance with UNDP’s rules and regulations and relevant standard operating procedures (SOPs), including preparation of the project’s budget and budget revisions, and maintaining necessary budgetary controls and records;
• Prepare requests for direct payment to UNDP Country Office Finance unit, requests for financial authorization to in accordance with the approved project budget, and payment vouchers in accordance with the approved project budget;
• Ensure timely payment requests and payments to consultants, subcontractors and service providers in accordance with established payment schedules and within the limits of the project budget, including by creating requisitions in Atlas and registering receipts in Atlas;
• Monitor expenditures and prepare accurate financial reports and forecasts, including monthly and quarterly disbursement reports and financial reports for donors, and undertake basic financial analysis (i.e. budget variance) to support project information needs;
• Ensure the proper closing of accounts at the end of each financial year and the preparation of all financial reports required in accordance with established UNDP financial rules and regulations;
• Manage and maintain the Petty Cash in accordance with the established rules and regulations and ensure timely reporting and replenishment of the Account;
• Closely liaise with UNDP Ukraine Financial unit, Administrative and HR Units to ensure proper coordination of actions and activities related to finance;
• Assist project management in preparation/revision of Project Implementation Plan.

Communication Assistance

• Review press and publications for articles of interest to project and circulate them to project staff;
• Contribute to the development of project promotion and information materials, including web-based platfroms, leaflets, brochures and newsletters, etc., and liaise with relevant communication staff of participating UN agencies, as required.

Measurable outputs of the work assignment:

• Full and appropriate use of UNDP Financial Operational Policies and Procedures and UNDP Standard Operating Procedures during implementation of the Project;
• Payments for procurement of goods and services for project implementation prepared accurately and in a timely manner;
• High-quality organizational and logistical support provided to project activities and events in timely manner;
• Project recruitment and procurement processes are properly organized, and project records are kept in order;
• Support provided to projects’ audit and evaluation processes;
• Project budget is properly maintained with necessary budgetary controls and records;
• Accurate and timely financial reports are prepared and submitted to the Project Board and donor(s).

Performance Indicators for evaluation of results:

• Project implementation plan is fully and timely implemented;
• Relevant outputs of the project annual work plan are fully and timely implemented.

Competencies

Core Competencies:

• Communication;
• Delivery;
• Innovation;
• Leadership;
• People Management

Functional Competencies:

• Strong organizational and time management skills;
• Ability to work in a team;
• Demonstrate/safeguard ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Manage conflict;
• Strong computer skills are mandatory.
• Mature judgment combined with a proactive, energetic approach to problem solving
• Ability to work under continuous pressure and meet tight deadlines;
• Create synergies through self-control.

Required Skills and Experience

Minimum qualifications and experience:

• Bachelor degree in Business Administration, Management, Economics, Finance, Accounting, Social Sciences, International Relations or other related field;
• At least 3 years of practical experience of working in the field of administration, programme/project support service, finance and/or other related fields;
• Experience in the use of computers and office software packages (MS Word, Excel, etc.), experience in handling of web based management systems;
• Advanced knowledge of spreadsheet and database packages and software is an advantage;
• Knowledge of ATLAS system and/or UNDP SOPs is an advantage;
• Experience in working in similar positions with international organizations/projects will be considered as an advantage;
• Experience with SCORE methodology and/or working on social cohesion is as a distinct advantage;
• Knowledge of gender mainstreaming principles in project implementation is an advantage;
• Fluency in English, Ukrainian and Russian is required (both spoken and written).

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, please submit 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 link.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 28 JANUARY 2018UNDP 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.