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Project  Assistant

Baku (Azerbaijan)

  • Organization: UNDP - United Nations Development Programme
  • Location: Baku (Azerbaijan)
  • Grade: SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement - Consultancy
  • Occupational Groups:
    • Democratic Governance
    • Project and Programme Management
    • Administrative support
  • Closing Date: 2021-05-12

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Background

The proposed action is to enhance economic inclusive growth and job creation in the region by supporting local authorities in the EaP countries to design and implement Local Economic Development Plans (LEDP) 12. The action complies with the overall strategy and outcomes outlined in the Action Document - by strengthening capacities of local governments, creating inclusive innovation processes for design of investable projects that correspond to the developed LEDPs, and investing in portfolios of projects, in a way that bring tangible benefits to citizens.

The proposed action, over a period of 4 years, will build on and integrate lessons learned from the first phase of M4EG and its forthcoming evaluation while also seeking to build synergies and avoid duplication with other LED programs already under way in the reigon. In particular, this will entail strengthening assistance to implement LEDPs developed during the first phase - including through development, seeding of dynamic and bankable portfolios, de-risking early investment into transformative projects & assisting local governments to tap into public and private finance. The action will cover secondary cities in the Eastern Partnership countries. Over a period of 4 years, around 350 local authorities will benefit from training, capacity development and knowledge exchange activities, at least 50 local authorities will be supported to develop LEDPs building on the Mayors for Economic Growth methodology, and a selected group of 12 local authorities will benefit from design, development of capabilities and seeding a portfolio of 50 projects or more addressing issues related to green recovery after the crisis - but integrating urban planning, gender responsiveness & innovation at the local level. 14 projects will be supported across at least 10 or more local authorities. This will enable local authorities with developed LEDPs to move into the implementation phase, which has been identified as an area to be strengthened in the first phase of the program. The network of local authorities that has committed during the first phase of the programme (almost 400 that have committed to the programme’s objectives &  130 with active LEDPs) will participate in a learning platform (online & offline) & have access to a range of tools that will aim to build capacities on system transformation & complexity, foresight,  innovative finance models, utilize inclusive innovation processes for green recovery and development of local authorities. The network will serves as a forum of exchange on emerging practice & lessons among local governments & other stakeholders, as well.

The overall objective of this action is to enhance economic inclusive growth and job creation in the region by supporting local authorities in the EaP countries to design and implement Local Economic Development Plans (LEDPs) in line with the principles of good governance and sound financial management.

The specific objectives are to:

1. Support local authorities in their participation to the M4EG initiative.

2. Support the preparation and implementation of municipal projects building on approved LEDPs.

 

The main objective of the initiative is therefore achieved through 2 components/outputs:

Output 1: EaP local authorities are supported in their participation to the M4EG initiative;

Output 2: Municipal pilot projects building on existing LEDPs are successfully implemented.

The proposed action is to enhance economic inclusive growth and job creation in the region by supporting local authorities in the EaP countries to design and implement Local Economic Development Plans (LEDP) 12. The action complies with the overall strategy and outcomes outlined in the Action Document - by strengthening capacities of local governments, creating inclusive innovation processes for design of investable projects that correspond to the developed LEDPs, and investing in portfolios of projects, in a way that bring tangible benefits to citizens.

The proposed action, over a period of 4 years, will build on and integrate lessons learned from the first phase of M4EG and its forthcoming evaluation while also seeking to build synergies and avoid duplication with other LED programs already under way in the reigon. In particular, this will entail strengthening assistance to implement LEDPs developed during the first phase - including through development, seeding of dynamic and bankable portfolios, de-risking early investment into transformative projects & assisting local governments to tap into public and private finance. The action will cover secondary cities in the Eastern Partnership countries. Over a period of 4 years, around 350 local authorities will benefit from training, capacity development and knowledge exchange activities, at least 50 local authorities will be supported to develop LEDPs building on the Mayors for Economic Growth methodology, and a selected group of 12 local authorities will benefit from design, development of capabilities and seeding a portfolio of 50 projects or more addressing issues related to green recovery after the crisis - but integrating urban planning, gender responsiveness & innovation at the local level. 14 projects will be supported across at least 10 or more local authorities. This will enable local authorities with developed LEDPs to move into the implementation phase, which has been identified as an area to be strengthened in the first phase of the program. The network of local authorities that has committed during the first phase of the programme (almost 400 that have committed to the programme’s objectives &  130 with active LEDPs) will participate in a learning platform (online & offline) & have access to a range of tools that will aim to build capacities on system transformation & complexity, foresight,  innovative finance models, utilize inclusive innovation processes for green recovery and development of local authorities. The network will serves as a forum of exchange on emerging practice & lessons among local governments & other stakeholders, as well.

The overall objective of this action is to enhance economic inclusive growth and job creation in the region by supporting local authorities in the EaP countries to design and implement Local Economic Development Plans (LEDPs) in line with the principles of good governance and sound financial management.

The specific objectives are to:

1. Support local authorities in their participation to the M4EG initiative.

2. Support the preparation and implementation of municipal projects building on approved LEDPs.

The main objective of the initiative is therefore achieved through 2 components/outputs:

Output 1: EaP local authorities are supported in their participation to the M4EG initiative;

Output 2: Municipal pilot projects building on existing LEDPs are successfully implemented.

 

Duties and Responsibilities

Under the guidance and direct supervision of UNDP Project Manager, the Project Assistant will perform the following key functions:

  • Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
  • Maintain project filing system;
  • Maintain project correspondence and communication;
  • Collect, register and maintain all information on project activities;
  • Advise on applicable administrative procedures and ensures their proper implementation;
  • Contribute to the preparation and implementation of progress reports;
  • Coordinate all preparatory activity for trainings/seminars/workshops to be held under the project;
  • Prepare agendas and arrange field visits, appointments and meetings both internal and external related to the project activities and write minutes from the meetings;
  • Assist Project Experts in traning materials development;
  • Assist Project Experts in collecting and analyzing data;
  • Assist in research and presentations preparation;
  • Accompany project experts to project fields;
  • Translation of reports and other project related documents;
  • Provide support to international and local consultants in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, etc.);
  • Maintain records on all project personnel/national consultants and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures;
  • Assist in organization of meetings, training and workshops;
  • Write minutes of Project Steering Committees and other project related meetings;
  • Write field trip reports;
  • Create Travel Request and Travel Claim (F10);
  • Provide support in translation of project related documentation;
  • Record the Project staff's AL and Sick leave;
  • Prepare assets/inventory reports;
  • Prepare vendor forms and submit for approval;
  • Prepare transfer of assets letters;
  • Prepare act of acceptance;
  • Prepare contract requests;
  • Prepare payment orders;
  • Provide general secretarial support to all project staff;
  • Gathering and Archiving all related media publications;
  • Order office supplies;
  • Assist in management of training center;
  • Submit and reconcile expense reports;
  • Provide general support to consultants/guests;
  • Assist in maintaining logistical (travel, accommodation, etc) arrangements for project consultants and staff;
  • Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies;
  • Assist with recording and documenting the results of all activities;
  • Assist in communicating, updating and collecting information on project-relevant topics;
  • Organize and update all project documentation;
  • Assist in drawing up reports and translations;
  • Maintain polite and professional communication via phone and e-mail;
  • Maintain contact lists;
  • Performs other duties and tasks at the request of Project Officer and Project Manager.

 

Competencies

CORE COMPETENCIES

Innovation: Ability to make new and useful ideas work

Level 2: Execute & Learn (Perform defined tasks)

 

Leadership: Ability to persuade others to follow

Level 2: Execute & Learn (Perform defined tasks)

 

People Management: Ability to improve performance and satisfaction

Level 2: Execute & Learn (Perform defined tasks) 

 

Communication: Ability to listen, adapt, persuade and transform

Level 2: Execute & Learn (Perform defined tasks) 

 

Delivery: Ability to get things done

Level 2: Execute & Learn (Perform defined tasks)

 

FUNCTIONAL COMPETENCIES

 Knowledge Management and Learning

  • Shares knowledge and experience;
  • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

 

 

Sensitivity and adaptability

  • Displays cultural, gender, race, nationality and age sensitivity and adaptability

 

Self-Management

  • Focus on result for the client and responds positively to feedback;
  • Remain calm, in control and good humored even under pressure;
  • Demonstrate openness to change and ability to manage complexities

Working in teams

  • Accepts team role, contributes to the work of the team actively and constructively
  • Works collaboratively with team members, sharing information openly and displaying cultural awareness and sensitivity
  • Proactively pursues solutions to team problems and asks for help when needed
  • Works collaboratively with colleagues inside UN/UNDP as well as its partners and other stakeholders to pursue common goals
  • Takes action to resolve sources of tension or obstacles that may prevent a team from achieving its goals
  • Integrate the ideas of team members from other disciplines/perspectives into his/her thinking by leveraging the different experiences and expertise
  • Takes initiative and seeks opportunities to initiate action

 

Job Knowledge/Technical Expertise

  • Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Analyzes the requirements and synthesizes proposals
  • 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
  • Ability to strategically link communication with partnership goals and resource mobilization objectives

 

Client orientation

  •  Anticipates client needs;
  • Works towards creating an enabling environment for a smooth relationship between the clients and service provider;
  • Demonstrates understanding of client’s perspective

Required Skills and Experience

Education:

  • Bachelor’s degree in Business Administration, Finance, Economy, Public Administration or other social sciences;

Experience:

  •  At least 2 years of administrative experience at national or international level;
  • Experience in event/training organization will be an asset;
  • Experience in translation and interpretation will be an asset;

Language requirements:

  • Fluency in oral and written English and Azerbaijani;

Disclaimer

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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