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Project Administrative Associate (NPSA-7)

Tbilisi

  • Organization: UNDP - United Nations Development Programme
  • Location: Tbilisi
  • Grade: Administrative support - NPSA-7, National Personnel Services Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Project and Programme Management
  • Closing Date: Closed

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.
 
Office/Unit/Project Discription:

Leadership, Equality, Advocacy and Democracy (LEAD) Project funded by the Government of Norway aims at implementing a three-fold approach to enhance human rights protection in Georgia. Firstly, the project will empower the right holders by strengthening the human rights protection of national/ethnic, religious minorities and LGBTQI people. Secondly, it will aim to transform society by countering prevalent homophobia, transphobia, and xenophobia with an evidence-based social campaign. Thirdly, the project will support state institutions and civil society organizations to accelerate the structural transformation for sustainable development by enhancing citizen-centric governance systems for efficiently serving their constituencies through applying the Capacity Development Fund and On-demand Services implementation modalities.

Duties and Responsibilities:

Under the guidance and direct supervision of the Project Manager, the Project Administrative Associate will ensure effective execution of administrative, procurement and financial services and processes in the project and transparent utilization of its financial and physical resources. The Project Administrative Associate promotes a client-oriented approach consistent with UNDP rules and regulations. The individual will work with the project team to ensure that there is proper reporting of overall budget expenditures as per Project Document, advising PMU and UNDP on the need for budget revision and/or off-track activities, and presenting financial analysis at Project Board meetings. The Project Administrative Associate works in close collaboration with the Project team and Programme/Operations staff in the CO for resolving administrative and finance-related issues and exchange of information.

Administration and implementation of operational and financial services for the project:

  • Assist the project with planning, formulating, tracking of the project budget;
  • Ensure full compliance of the project with UNDP rules and regulations on financial processes, financial records, reports and audit as well as effective and the internal controls frameworks;
  • Track project delivery through ATLAS and other tools;
  • Maintain an Activity-based expenditure table to monitor expenditure on a real-time basis; ensure that the expenditures are in line with the approved Annual Work Plan;
  • Carry out an analysis, as needed, on the expenditure projection based on the deviation of the actual expenditures from the AWP and keep the members of the PMU and UNDP informed of the risk of under-delivery;
  • Provide the information/reports on the financial/accounting situation of the project and propose solutions to improve the situation;
  • Oversee that the financial/accounting data is accurate in Atlas and take timely corrective actions on erroneous data;
  • Accuracy verification of Combined Delivery Reports;
  • Provision of necessary financial reports and analyses for donor reporting;
  • Verification and reconciliation of various expenditures reports from the Responsible Party(ies);
  • Preparing payment requests.

Provide administrative support for the PMU:

  • Maintain PMU documentation in electronic and/or hard copy format (including financial records such as supporting documents for vouchers and POs), according to UNDP policies and guidelines;
  • Maintains and regularly updates project counterpart contacts database;
  • Review and verify invoices and common services expenses charged to the PMU budget (rent, utilities, phone, miscellaneous);
  • Organize project-related meetings in Tbilisi and outside;
  • Facilitate logistic support.

Procurement of services and products required for the project:

  • Provide inputs to the Project Manager (PM) towards development of TORs and take the lead in selection of services and products;
  • Perform contract management in close collaboration with the Project Manager and PMU
  • Ensure payments and deliveries are made on time to vendors, clients and partners;
  • Ensure compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.

Organization of procurement processes for the project:

  • Revise and update the procurement plan, as needed, for the project and their implementation and monitoring;
  • Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
  • Preparation of Purchase Orders and contracts in and outside Atlas, preparation of Recurring Purchase Orders for contracting of services, vendors’ creation and buyers profile in Atlas;
  • Review of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
  • Implementation of the internal control system which ensures that Purchase Orders are duly prepared and dispatched; carry out timely corrective actions on POs with budget check errors and other problems.
Ensures implementation of sourcing strategy focusing on achievement of the following result:
  • Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
Ensures proper control of assets procured in the project focusing on achievement of the following result:
  • Preparation of inventory reports;
  • Implementation of Inventory and physical verification control in the project.
Ensures organization of logistical services focusing on achievement of the following results:
  • Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements;
  • Timely conduct of surveys relating to DSA, Travel Agencies, hotel and conference facilities.
Ensures facilitation of knowledge building and knowledge sharing in the country and the CO focusing on achievement of the following results:
  • Sound contributions to knowledge networks and communities of practice;
  • Advice to Project staff on UNDP administrative and reporting, in particular, on budgetary issues;
  • Synthesize lessons learned and best practices in programme and project finance;
  • Sound contributions to knowledge networks and communities of practice.

    Institutional Arrangement

  • The Project Administrative Associate will report to the Project Manager.
  • The Project Administrative Associate will work in close collaboration with the PMU, PSU, Consultants, Operations and Communications team at country office in Georgia, technical partners, UN entities, and other UNDP units and programmes.
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 and Technical competencies:

  • Effective Decision Making: 
    • Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
  • Project Management: 
    • Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
  • Knowledge Generation: 
    • Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
  • Accounting (General): 
    • ​​​​​​​Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations
  • Budget management: 
    • ​​​​​​​Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
  • Contract management: 
    • ​​​​​​​Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
  • Nature, Climate and Energy: 
    • ​​​​​​​Climate Change Adaptation: coastal resilience
 
Required Skills and Experience
 
Education:
  • Secondary education.
  • Bachelor's degree in Finance, Business or Public Administration will be an advantage.
Experience:
  • Minimum 7 years (with Secondary education) or 4 years (with Bachelor's degree) of demonstrable relevant experience in administration and finance. 

Required skills and competencies:

  • Experience in the usage of computers
  • Expert knowledge of MS Excel. 

Desired skills and competencies:

  • Work experience in an international organization or government institution would be an asset;
  • Demonstrated experience working as an Admin Associate or related in UNDP-managed projects or similar development projects.
  • Demonstrated experience in working with and maintaining good relations with government counterparts and programme beneficiaries (e.g. Government, development partners, CSOs and private sector representatives)
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  • Demonstrates openness to change and ability to manage complexities.
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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This vacancy is now closed.
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