Project Assistant

The Government of Ukraine, through the Ministry of Social Policy of Ukraine, requested UNOPS in Ukraine in cooperation with UNICEF to support implementation of the state program on enhancing social protection and responsible parenting in Ukraine to be launched in September 2018. The mentioned initiative aims to contribute to health, safety and wellbeing of children in Ukraine. The specific objective of the initiative is procurement and distribution of baby boxes containing basic early child care items within the specification of the Ministry of Social Policy of Ukraine to all oblasts (regions) of Ukraine. The initiative was approved and announced by the Prime Minister of Ukraine Volodymyr Hroysman at the end of May 2018, while the first deliveries of the baby boxes were expected in September 2018.

Purpose and Scope of Assignment

Under the direct operational supervision and guidance of the Project Manager, and in close collaboration with other personnel, the Project Assistant will work in the UNOPS’ office Kiev. S/he will provide administrative support to the Project Team and other related functions at level of authority as delegated by the Project Manager, ensuring high quality, accuracy, and consistency of work.

The Project Assistant is responsible for the day-to-day administration of the project systems and functional interfaces concerned and provides services to the Project Team in support of project delivery. He/she is expected to meet and exceed the project’s performance and delivery goals related to the position.

1. Administrative Management Support
2. Procurement and Logistics Support
3. Knowledge Building and Knowledge Sharing

• Establish positive and fruitful working relationships with all members of the Project Team, UNOPS Ukraine Office, project Beneficiaries and Clients.
• Follow UNOPS Project Management Manual and ensure that all project activities are complied with its requirements.
• Assist Project Manager on the project implementation and provides general administration support.
• Support overall financial administration of the project, obeying UNOPS policies and regulations.
• Support the Project Manager in the preparation of all project related documentation as directed.
• Ensure record keeping of project related activities, archiving, distribution and circulation of working documents, prepare minutes of project related meetings.
• Arrange travel of project personnel, prepare and review travel authorizations, documentation, and process travel payments.

• Support procurement processes, including drafting of specifications, selecting and implementing the appropriate solicitation method, preparing procurement-related documentation, to attract required technical expertise for specifications’ development and evaluation processes.
• Routinely follow up on procurement activities, monitoring of delivery schedules, making correction actions, if required, on behalf of the supervisor and inform the supervisor of the status.
• Routinely monitor and coordinate with vendors/suppliers, beneficiaries/recipients the delivery and receipt of consignments according to the delivery schedule and obtain delivery reports. Arrange and participate, if necessary, in inspections of delivered goods.
• Arrange and monitor transportation and logistics of goods as required for the project.
• Process invoices for the delivered goods and services, ensuring accuracy and completeness of documentation, follow up with clients and vendors/suppliers on timely payments.
• Prepare financial reports for donors and beneficiary Government counterparts. Draft reports, tables, charts and related documents applying technical skills and knowledge in formatting and presentation.
• Investigate and resolve post-order problems, if any, and prepare progress reports on procurement matters.
• Collaborate with UNOPS Ukraine Procurement unit and UNOPS Offices to solve problems related to payments.
• Establish and maintain working files on procurement activity; prepare letters, memoranda, faxes, email, and other correspondence; monitor progress and liaise with vendors during the entire procurement cycle.
• Collect and record the data on vendors’ performance and draft vendor performance assessments.
• Ensure that all supporting documents are available for audit and for review purpose.

• Conduct and/or participate in training sessions for the project personnel on administration, procurement, and logistics and project operational matters.
• Participate in and provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in administration, procurement and logistics support.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively for efficiency gains.

• Completion of secondary school is required.
• University degree in Business Administration or related field is considered an asset and/or industry certifications and may substitute for some of the required years of experience.

• Six (6) years of relevant experience in general administrative, procurement, and/or operations’ support services in national and/or international public or corporate organizations.  A relevant university degree may substitute for some years of experience.
• Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.
• Experience working in a project-based environment is required.
• Experience in UN system organizations is desirable.

Contract type: Local ICA Support (LICA) Contract level: LICA Support Level 5
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

• Please note that the closing date is midnight Copenhagen time. 
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

THIS IS A LOCAL POSITION FOR WHICH ONLY APPLICANTS WITH UKRAINIAN NATIONALITY OR WITH THE RIGHT TO LIVE AND WORK IN UKRAINE ARE ELIGIBLE FOR CONSIDERATION. 

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.