Project Assistant (SC 5)

The project «Improvement of fire safety of population by strengthening capacity of the Fire and Rescue Services in the Kyrgyz Republic» is a part of the implementation of the Concept of comprehensive protection of the population and territories of the Kyrgyz Republic from emergency situations for 2018-2030 that has been approved by the Decree of the Government of the Kyrgyz Republic on January 29, 2018 #58 and the Prospective Strategic Development Plan of the Ministry of Emergency Situations of the Kyrgyz Republic (approved by the Order of the Ministry of Emergency Situations on January 15, 2018  #31) on disaster preparedness and strengthening of emergency response to enable provision of timely assistance to victims of disasters and reduction of damage from disasters.

The project aims to reduce vulnerability of the population to fires and create conditions for sustainable development. Reducing vulnerability of the population to fires will be achieved through;

- modernizing fire protection facilities, i.e. constructing new buildings for fire-fighting units and equipping them with the necessary materials and equipment, including fire-fighting machinery and equipment;

- carrying out joint partnership measures aimed at improving the regulatory framework of the Fire Service on actions during disasters to protect the population especially for most vulnerable groups, such as women and children. 

Under the overall guidance and direct supervision of Climate Change & Disaster Risk Management Advisor / Projects Coordinator, the Project Assistant provides project support services ensuring high quality, accuracy and consistency of work.

The Project Assistant works in close collaboration with the operations and project staff in the office and UNDP CO as required to exchange information and support programme delivery.

1. Supports formulation of programme/project strategies and the Annual Work Plan focusing on achievement of the following results:

• Supports in collection, analysis and presentation of information for identification of areas for support and programme implementation. 

2. Provides effective support to management and administrative support to the Project as follows:

• Assist in the project monitoring and management functions as needed;
• Provide support in implementation of the relevant projects’ activities;
• Liaise with Government authorities as necessary;
• Assist in preparation of progress, narrative & final reports of the Project;
• Contributes to and assists in finalization of Annual Work Plans and Procurement Plans
• Provide assistance in any research and data collection efforts of the Project;
• Assist Project Coordinator in preparation of general correspondences, memorandums, reports, budget information, schedules and other materials; Maintain calendar of events up to date;
• Assist in organization of internal/external meetings related to Project design/implementation/reporting;
• Assist in overseeing and coordinating working plans and travel schedules, quality of reports/ documents of International Experts/ Consultants. Provides guidance/feedback to International Experts/ Consultants, when and as needed;
• Assist in conduction of Mid-term and Final evaluations;
• Render logistical and organizational support to Programme/Project personnel, international consultants and technical experts;
• Provide assistance in organizing and holding seminars, conferences, trainings, and meetings;
• Provide assistance on financial and administrative matters to the project;
• Provide interpretation services to project mission members when and where required;
• Obtain necessary information and documents regarding financial records or projects expenditures; provide all requested financial and administrative documentation to country office upon request;
• Respond to inquiries regarding files, correspondences and references;
• Provide support to office staff in general protocol matters related to visas and accreditation and other logistical matters;
• Act as translator / interpreter as necessary;
• Compile situation reports as necessary;
• Interpretation and implementation of procedures and rules related to administrative, procurement, financial and personnel matters and ensure their compliance; Timely preparation and updating of procurement plans for the project;
• Maintain project correspondence and communication;
• Maintain a project filing system;
• Any other tasks required for the smooth running and success of the Project.

3. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on project management, administration, procurement, finance and HR;
• Briefing personnel on project, administrative, financial and personnel matters.

Core Competencies:

• Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others;
• Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision-making.

Education:

• Secondary education
• First-level University degree ( Bachelor, or equivalent) in social sciences is an asset.

Experience:

• At least 3 years of relevant administrative and/or programme experience is required at the national or international level;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages;
• Experience in drafting project/programme documents and reports is an asset;
• Experience in international organizations is an asset.

Language Requirements:

• Fluency in English and Russian.
• Knowledge of Kyrgyz is an asset

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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