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Project Assistant

Dushanbe

  • Organization: UNDP - United Nations Development Programme
  • Location: Dushanbe
  • Grade: Consultancy - SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement
  • Occupational Groups:
    • Administrative support
    • Environment
    • Resilience and Climate Change
    • Project and Programme Management
    • PROGRAMME SUPPORT
  • Closing Date: Closed

Background

The UNDP’s Energy and Environment Programme portfolio is aimed to contribute towards improving livelihoods and economic development in Tajikistan.  Established in 2009, the UNDP Energy and Environment Programme has initiated and is gradually increased its financial portfolio and project implementation capacity. Today, the Programme endows and implements donor (GEF, SDC, OFID) funded projects on energy and water sectors, climate resilience and environmental protection as well as sustainable management and disposal of chemicals in Tajikistan. 

Today, one of the projects within UNDP’s Energy and Environment Portfolio deals with hydrochlorofluorocarbons (HCFCs), is a group of ozone-depleting chemicals, which are used in a variety of applications such as refrigerants, foam-blowing agents, solvents, fire extinguishers and aerosols. The main goal of the project, namely UNDP/GEF “Complete HCFC Phase-out in Tajikistan through Promotion of zero ODS low GWP Energy Efficient Technologies” in Tajikistan, is focused to accelerating HCFC phase-out to achieve the 2020 compliance objectives and sustainably reduce the HCFC servicing tail.  It will facilitate the implementation of upgraded national legislation for controlling import/export and use of HCFCs, improvements of Customs office’s capacity, demonstration of zero-ODS and low GWP energy efficient technologies in the refrigeration and air-conditioning sectors, and completing the upgrade processes in the equipment servicing sector.

Other projects of Energy and Environment Programme are aimed to promote green energy technologies and business/SME development in the area of renewable energy sources and energy-efficiency. Namely,

1)    The UNDP/GEF-funded project “Green Energy Small and Medium Enterprises (SMEs) Development” is fully in line with UNDP’s DREI approach, and consists of three inter-linked components dealing with policy de-risking, financial de-risking and incentives, and a fourth cross-cutting component that addresses knowledge-related gaps. The first component addresses policy barriers faced by GE enterprises/SMEs by supporting the development and implementation of enabling policy framework. Under the second component, in partnership with local and international financial institutions, the project will facilitate access to GE finance at affordable terms. The third component focuses on the supply chain to help develop/improve GE products and services and bring them to the market, including through the targeted investment support to innovative and scalable business models for GE products/service delivery in off-grid rural areas. The fourth component addresses knowledge and awareness gaps that are present on both the supply and demand sides of the market.

2)    The OFID-funded “Energy Access SMEs Development” project aims to scale-up private sector engagement in energy access by improving the risk-return profile of private investment in energy access products and services. The key objective of the project is to expand energy access and provide reliable, affordable and sustainable energy products and services for the rural population of Tajikistan and the Kyrgyz Republic, through promoting scalable, private sector-led business models and de-risking their investment

Under the direct supervision of the Energy and Environment Programme Manager and Project Manager of Green Energy/SME Development Project, and under overall coordination of UNDP Team Leader and Associate for Climate Change, DRR, Energy and Environment, UNDP Tajikistan, the Project Assistant will be responsible for assisting the following projects: i) UNDP/GEF “Complete HCFC Phase-out in Tajikistan through Promotion of zero ODS low GWP Energy Efficient Technologies”, ii) UNDP/GEF-funded project “Green Energy Small and Medium Enterprises (SMEs) Development”, and iii) OFID-funded “Energy Access SMEs Development”, and provide day-to-day support in implementation of projects activities, including administration, logistics and procurement that are in line with UNDP rules and regulations.

Duties and Responsibilities

Under the guidance and direct supervision of the Programme/Project Managers, the Project Assistant is expected to provide support to the project teams and CO focusing on achievement of the following results:

1.     Effective Programmatic support to the Projects:

  • Assist in collecting, compiling and providing information when required as well as provide assistance and support to Project Managers (HCFC and Green Energy) in preparation of project briefs, presentations, reports.
  • Assist in preparation of Note Verbal and other official correspondence to all relevant projects’ partners
  • Provide support to fostering and strengthening partnerships and cooperation with project stakeholders, relevant international organizations, international and local financial institutions, state institutions and CBOs/NGOs.
  • Assist in facilitation of in-country mission visits of International and Regional experts, including assistance in preparation of mission agenda, setting up/confirming meetings with relevant projects partners.
  • Contribute to preparation of written materials, Press Releases, reports as per the requirements to UNDP, Government and GEF, briefing notes, outcome board materials within the assigned area.
  • Assist in taking notes/minutes at meetings and ensure follow up.
  • Support the Project Managers and National Coordinator in communication with various agencies involved in the project implementation on all types of activities specified in the project work plan
  • Support in planning and follow-up of project awareness raising activities.

2. Effective Administration support to the Projects:

  • Provide logistical and administrative support to the projects in implementation of, including administrative management of the project budget, required procurement support, etc.
  • Maintain records, necessary documents on project activities, communication and official correspondence. Keep appropriate the filling system.
  • Provide assistance in planning, daily implementation and monitoring of annual work plan activities of supported projects
  • Assist the project experts’ team through information dissemination, backstopping, report preparation, translations. Assist in drafting outreach materials, including fact sheets, infographics, information for web-page.
  • Provide necessary administrative support in organization of seminars, press conferences, workshops, board meeting and other project related activities. 
  • Draft correspondence related to assigned project areas; clarify, follow up ensuring proper communication and information exchange within the Project Team and partners.
  • Ensure accurate observance of administrative rules, regulations and procedures within the framework of Project and in line with UNDP SOPs for Recruitment /Procurement.
  • Make all necessary arrangements for procurement/recruitment within the framework of the projects. Support in preparation of procurement /recruitment plans, selection notes, expert evaluation documents.
  • Make logistical arrangements for missions and expert’s visits, prepare briefing kits and background materials;
  • Support with translation of relevant communication, information notes, short reports, etc.
  • Maintain updated inventory of the Project’s equipment, e.g. machinery, electrical, furniture, miscellaneous. Participate in Project’s assets physical verification process.
  • Receive, screen, log and route incoming and outgoing correspondence and documents for the coming to the project, attach necessary background information and maintain follow-up system as well as set up a comprehensive filling system and electronic database for easy access to the project files and correspondences.
  • Prepare Local Travel Authorizations (TA) for the project staff travelling to area and project sides with further registration of TAs in UNDP portal and requesting/ recording Security Clearances for travelling project staff.

 3.  Effective support in Knowledge building and knowledge sharing in the Programme/ Projects:

  • Support the advocacy by compiling and synthesizing relevant background material for use in discussions and public events.
  • Assist PMs in establishment and maintenance of data base of donor organizations, development partners and other national agencies and ministries and provide assistance in organizing and conducting meetings with development partners, donors and national counterparts.
  • Ensure effective dissemination of, and access to, information on project activities and results and supporting the project outreach and PR activities in general, including keeping the project web-site up to date (UNDP website, Facebook, other social webpages).

Competencies

IV. Competencies and Selection Criteria

Description of Competency at Level Required

(For more comprehensive descriptions please  see the competency inventory)

Core

Innovation

Ability to make new and useful ideas work

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Leadership

Ability to persuade others to follow

Level 2: Execute & Learn (Perform defined tasks)

People Management

Ability to improve performance and satisfaction

Level 1: Support  (Reliable Replication)

Communication

Ability to listen, adapt, persuade and transform

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Delivery

Ability to get things done

Level 1: Support  (Reliable Replication)

Technical/Functional

Advocacy/Advancing A Policy-Oriented Agenda

Support the preparation of information for advocacy

·         Identifies relevant information for advocacy for a variety of audiences

Level 2: Execute & Learn (Perform defined tasks)

Innovation and Marketing New Approaches

Implementing processes and uses products

§  Documents and tracks innovative strategies/best practices/new approaches

§  Responds positively to new approaches

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

§   

Level 2: Execute & Learn (Perform defined tasks)

Knowledge of processes, methods and procedures

·         Understands the main processes and methods of work regarding to the position

·         Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks

·         Strives to keep job knowledge up-to-date through self-directed study and other means of learning

·         Demonstrates good knowledge of information technology and applies it in work assignments

·         Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments

Level 2: Execute & Learn (Perform defined tasks)

Secondary

Promoting Organizational Learning and Knowledge Sharing

Research and analysis

§  Researches best practices and poses new, more effective ways of doing things

Level 1: Support  (Reliable Replication)

Required Skills and Experience

V. Recruitment Qualifications

Education:

University degree in Business Administration, Economics, Accounting or other related subjects

Prince2 training and certification would be an asset

Experience:

2 years of relevant experience. Proven previous experience in providing programme and administration support for international organizations and/or UN agencies;

Language Requirements:

 Fluent written and spoken English. Knowledge of Russian and Tajik is required.

Other:

  • Strong communication and negotiation skills;

  • Good computer skills, including the ability to apply text and spreadsheet programmes and develop administrative data bases;

  • Advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

  • High sense of responsibility, willingness to take initiative, excellent communication skills and team spirit are important assets;

  • Ability to work under time pressure;

  • Dedication to the United Nations’ principles and a demonstrative ability to work harmoniously with persons of different national and cultural backgrounds;

  • Being a good team member with an initiative and friendly personality and with a positive attitude; having an individual commitment and sense of responsibility, developed ability to cope with stress, full accuracy with figures

Disclaimer

This vacancy is now closed.
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