Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks. 
Background                
 

Today Ukraine is facing its most serious challenges since achieving independence in 1991. The ongoing war has already resulted in significant loss of life, unprecedented displacement, internally and towards neighboring countries, and devastating destruction of infrastructure. The UN Ukraine Flash Appeal shows that at least 15.7 million people are in immediate need of emergency assistance and protection. Early projections indicate that if the war should continue in the medium to long term, up to 90% of the Ukrainian population could face poverty and extreme economic vulnerability, and the country’s socio-economic progress could be set-back by almost 20 years. In the short-term, 62% of the population is at high risk of falling into poverty. Ukraine’s economy is set to shrink by 45% this year due to the war and even with a moderate recovery in the next few years, by 2025 the GDP would still only be two-thirds of the pre-war GDP in 2021.

In addition, the country faces losses of many people’s lives and devastative destruction of infrastructures and economic bases. Currently, more than 50% of the energy infrastructure damaged, causing the massive disruption of energy supply nationwide with millions of people experiencing power outages and challenges in heating. Extensive scale of destruction of infrastructure, rehabilitating or constructing infrastructures and installing equipment with necessary supply of the materials is urgently required to restore or maintain life-line and key basic services, followed by removal or mines and explosives as well as debris.

The widespread presence of landmines, cluster munitions, and other explosive remnants of war (ERW) in Ukraine pose a considerable and mounting threat. To address the emergency needs in the country, and meet long-term goals for Ukraine, UNDP is scaling-up Mine Action interventions through its a multi-donor funded Mine Action project which enhances the national capacity of Mine Action authorities and emergency service responders, establishes normative frameworks and links Mine Action with sustainable development outcomes.

The incumbent will prioritize gender equality and women’s empowerment within all implementations and promote UNDPs mandate as a gender-responsive organization with zero tolerance to any kind of discriminatory and abusive behaviour, including sexual harassment, sexual exploitation and abuse.



Duties and Responsibilities  
 

1.Provide project management assistance by supporting administrative, operational and logistical processes, focusing on the achievement of the following results:

  • Pro-actively contribute to day-to-day implementation of infrastructure-related projects and ensure conformity to expected results and project work-plans; 
  • Ensure compliance with procedures frameworks, including by learning and applying UNDP’s Programme and Operations Policies and Procedures (POPP), and relevant to project activity financial and administrative requirements; 
  • Prepare relevant background materials for use in discussions, correspondence, and briefing sessions; 
  • Draft meeting minutes, translate and interpret from Ukrainian into English and vice-versa;
  • Ensure efficient travel arrangements are made for the team as required, ensuring proper use of UNDP resources; 
  • Assist in arranging appointments, organizing meetings, events, taking minutes of meetings and drafting correspondence for Project Team;
  • Keep lists of names, addresses and telephone numbers of applicable government and non-government partners;
  • Maintain policy, confidentiality and general management files.

2. Support financial, procurement and human resources processes, focusing on the achievement of the following results: 

  • Learn processes and operations of the UNDP Quantum Platform;
  • Provide administrative support in the planning, execution and review of Project Financial Reports on Quantum Platform;
  • In accordance with the Annual Work Plan, arrange for procurement of equipment, supplies and services and ensure timely follow up with procurement requests;
  • Assist in recruitment processes by reviewing job descriptions, job classifications, forming vacancy announcements, screening candidates, and facilitating interview panels;
  • Maintain leave records and travel plans of the Project staff.

3. Facilitate knowledge building and management, focusing on the achievement of the following results: 

  • In accordance with the Project Document and in close coordination with the Responsible Parties, adhere to the Quarterly and Annual Targets according to UNDP timelines; 
  • Organize events for the Project Staff;
  • Synthesis of lessons learned and best practices in the project;
  • Provide high quality interpretation and translation in support of the project as needed. 

4. Ensure the mainstreaming of gender equality and women’s empowerment considerations in the field of expertise

  • Support the integration of gender equality concerns into the project/programme cycle: design, planning, implementation, M&E, reporting, communications
  • Support strategic partnership building to promote gender equality and women’s empowerment (the national gender machinery, line ministries/institutions, civil society actors, especially women’s groups and networks)
  • Assist with ensuring the project/programme contributes to the promotion of gender equality by reaching, involving, and benefiting both women and men 
  • Use the principles of gender-responsive communications in line with the UNDP corporate standards
  • Be aware of relevant gender issues and concerns in the field of expertise 
  • Support the implementation of strategic actions to increase gender capacities among personnel (training, perspective building sessions for personnel)
  • Assist with achieving gender parity targets (at least 40% of staff at all levels should be women) 
  • Ensure the recruitment procedures are geared towards enhancing gender functional competencies among all new personnel

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The incumbent will work under the direct supervision of the MAP Operations Support Specialist and in close collaboration with all project team and UNDP Country Office (CO) team, promoting a client-oriented approach, and compliance to UNDP rules and regulations and in close collaboration with all project team and UNDP Country Office (CO) team, promoting a client-oriented approach, and compliance to UNDP rules and regulations.

Competencies
 

Core  
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 
Act with Determination:  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

Cross-Functional & Technical competencies

Thematic Area Name Definition
Business Direction & Strategy  Effective Decision Making
  • Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
Business Management Project Management
  • Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
Business Management Communication
  • Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels
Administration & Operations Events Management (including retreats, trainings, and meetings)

  • Support offices with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Human Resources- People strategy and planning Job design
  • Ability to design job roles to meet specific organizational objectives.
Procurement Financial Analysis
  • Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability.
2030 Agenda: People Gender
  • Innovation and Gender Equality

Skills and Experience

Min. Education requirements
  • Secondary Education is required OR
  • A University degree (Bachelor’s degree) in business administration, Finance, Accounting, Human Resources, Social Sciences, or a related discipline will be given due consideration but is not a requirement.
Min. years of relevant work experience 
  • Minimum seven (7) years (with Secondary Education) or four (4) years (with a bachelor’s degree) of relevant experience working in administration or providing project management assistance is required.
Required skills 
  • Highly competent in using computers and office software packages.
Desired skills in addition to the competencies covered in the Competencies section
  • Experience in UN/UNDP or International organizations is desired.
  • Experience in organizing events (including retreats, trainings, meetings, etc.) is an asset. 
  • Experience in financial reporting for donors is desired.
  • Experience in procurement of equipment/supplies/services is an asset.
  • Experience with ERP systems is  desired 
Required Language(s) 
  • Fluency in English is required.
  • Fluency in Ukrainian is required for local personnel.
Professional Certificates N/A

Disclaimer


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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.   
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
 

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