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Project Assistant (NPSA-5)

Baku

  • Organization: UNDP - United Nations Development Programme
  • Location: Baku
  • Grade: Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
  • Closing Date:
Background
 
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
 
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.

Funded by Green Climate Fund (GCF), the “National Adaptation Plan (NAP) Support Project for adaptation planning and implementation in Azerbaijan” will be launched and implemented by the United Nations Development Programme in cooperation with the Ministry of Ecology and Natural Resources of the Republic of Azerbaijan. The project will support the Government of Azerbaijan to facilitate the development of the NAP and improve climate change adaptation actions in Azerbaijan in three priority sectors identified by the Ministry of Ecology and Natural Resources through stakeholder consultations: water, agriculture and coastal areas. The NAP Project’s objective is to increase capacity on climate resilience and adaptation in those three sectors through the implementation of actions and activities that will reduce or eliminate barriers for an effective adaptation process at both the national and local levels

The current project builds on existing knowledge from previous and ongoing projects, the information generated under the National Communications to the UNFCCC, on the preliminary and the expected results of the first GCF Readiness and Preparatory Support project and complements the second GCF readiness project implemented currently by FAO, and also by taking into account gender and minority considerations.

The GoA recognizes that there are gaps in the existing baseline of adaptation planning that need to be addressed. Based on the 2017 stocktaking and fact-finding exercise, the current status of CCA in Azerbaijan was assessed and barriers and needs were identified under three main intervention areas: i) Improved data and information access and sharing by stakeholders; ii) Existing institutional and technical capacity gaps and needs for CCA at the managerial, individual and community levels; and iii) Mainstreaming of CCA into national, regional, local and sectoral planning.

This NAP effort will build on existing investments and policies to directly address gaps in the baseline of these three intervention areas.

Duties and Responsibilities

The Project Assistant will work in close collaboration with the Programme, Operations, Communications and other project teams in the Country Office (CO) for effective achievement of results, anticipating and contributing to resolving complex programme /project-related issues and information delivery. The incumbent is expected to exercise full compliance with UNDP programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.

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

  • Consolidate financial progress reports submitted by the responsible parties for implementation of project activities;
  • Liaise and follow up with the responsible parties for implementation of project activities in matters related to project funds and financial progress reports.
  • Assist in the preparation of payments requests for operational expenses, salaries, insurance, etc. against project budgets and work plans;
  • Assist the preparations of project work-plans and operational and financial planning processes;
  • Monitor project activities, budget and financial expenditures on a monthly basis and maintain a proper record of approved project budgets and their revisions;
  • Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
  • Ensure that the project counterparts are aware of applicable administrative procedures as well as ensure their proper implementation;
  • Contribute to the preparation and implementation of progress reports;
  • Prepare agendas and arrange events, field visits, appointments and meetings both internal and external related to the project activities and write minutes from the meetings;
  • 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.).
Competencies
Core Competencies

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

Strategic Thinking

Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions;

Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP

System Thinking

Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system

Negotiation and Influence

Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates “win-win” situations

Working with Evidence and Data

Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

Documents and records management

Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Events Management (including retreats, trainings and meetings)

Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

 
Required Skills and Experience
 
Education:
  • Secondary education.
  • Bachelor’s degree in Public Relations, Economics, Management or other Social Sciences will be given due consideration, but is not a requirement.
Experience:
  • Minimum 5 years (with Secondary education) or 2 years (with Bachelor’s degree) of progressively responsible experience, preferably in the development projects at the national and/or international level.

Required Skills:

  • Proficiency in the use of computer software applications especially MS Word and MS Excel;

Desired Skills:

  • Experience in national projects would be an asset.
  • Experience working with the UN or another international organization would be an asset

Languages:

  • Fluency in written and spoken English and Azerbaijani.
  • Knowledge of Russian would be an asset.

Institutional Arrangement

The Project Assistant will be locally recruited based on an open competitive process. S/He will be assisting the Project Manager in overall financial and additional support of the project (contractual, organizational, logistic, etc.). The Project Assistant will perform his/her functions under the guidance and supervision of  the Project Manager.

Required Documents

  • Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
  • A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
  • Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as  reports, presentations, publications, campaigns or other materials.
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.
 
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