Coordination Officer (National Position) NPSA8

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.

Recognizing the need to urgently address reconstruction, economic recovery and peacebuilding needs in areas affected both directly and indirectly by the 2014-2015 conflict in Eastern Ukraine, in late 2014 the Government of Ukraine requested technical assistance and financial support from the international community to assess priority recovery needs. In late 2014, the United Nations, the World Bank and the European Union (EU) conducted a Recovery and Peacebuilding Assessment (RPA). The RPA looked beyond the immediate humanitarian needs to identify key priorities for recovery and building peace and provided an initial framework for initiatives that focus on short to medium-term results.

The final beneficiaries (FBs) of the EIB URP framework loan are regional and municipal administrations, self-government bodies and publicly owned enterprises (with the exclusion of private beneficiaries such as private-owned utilities services) operating in the affected areas.

UNDP Ukraine invites applications from highly qualified and experienced Ukrainian professionals for the post of Coordination Officer. The incumbent will accelerate gender equality and women’s empowerment with all implementations and promote UNDP’s mandate as a gender-responsive organization with zero tolerance to any kind of discriminatory and abusive behaviour, including sexual harassment, sexual exploitation and abuse.

This position is a national position on a Personal Service Agreement at NPSA 8 level. Under the direct supervision of the International Project Manager (Engineering and Social Infrastructure) and operational oversight of Field Manager, the Coordination Officer will be responsible for the coordination of EIB TA project activities as well as maintaining of administrative, financial and logistical oversight.

I. Administrative

• Ensure the effective maintenance of administrative functions for the implementation of the project activities, including personnel matters, attendance records, organizing missions, office maintenance, reception/registry;
• Assure smooth operational running of the project by following established operational rules and procedures, including preparation of the supporting documentation for contracts and payments;
• Facilitate recruitments and personnel management; assure timely and accurate preparation and submission of the documents for selection processes and contract extensions; assure due selection process of project personnel is in place through advertisements in mass media, participate in selection process. Collect the documentation required for the recruitment and contract extension, promotion, separation and other related administrative actions; maintain the project personnel attendance records;
• Ensure that all project personnel (international, national, consultants, etc.) are fully informed about entitlements, obligations and status vis-à-vis the United Nations and actively provide counselling and advice to staff on personnel- and administration- 
• related issues;
• Organize and coordinate the project meetings, round tables, conferences, other public and communicational activities’ preparation, implementation and follow up, take meeting minutes;
• Contribute to the data collection, analysis and maintenance of project related database and files; keep accurate electronic and paper filing, information and records systems;
• Provide  logistical  support,  including  travel  arrangements,  accommodation,  visas, tickets, etc. to the project personnel;
• Ensure that travel arrangements and authorizations, mission requests, passport and visa requests and extensions, flight bookings and all other matters related to travel of international and national project personnel inside and outside Ukraine are properly and timely authorized and processed;
• Contribute to the project monitoring, evaluation and audit missions, as well as missions of experts;
• Keep updated inventory records and assure that UNDP regulations on the equipment use, storage  and proper maintenance are adhered. Assure that the equipment transfer/disposal is being done in accordance with UNDP rules;
• Maintain the database of all stakeholders and partners;
• Contribute to the preparation of reports, including progress and annual reports, as well as ad-hoc technical reports;
• Maintain contacts with relevant partners on a variety of the programme related issues;
• Liaise  with  UNDP  Ukraine  CO  on  a  variety  of  the  operations  related  issues: procurement, financial management and human resources;
• Ensure programme documents translation and interpretation as needed;
• Acquisition and distribution of project stationery, office supplies, office equipment and furniture when needed;
• Participate in the trainings for the operations/projects staff on administrative and financial procedures;
• Contribute to the project’s knowledge management and learning agenda;
• Handle project telephone enquiries and correspondence;
• Contribute to the collection, analysis and interpretation of data in the field of TA (technical assistance) implementation in the target regions and Ukraine in general;
• Contribute to regular updates to UNDP with situation analysis (political, social, and economic) in the field of the programme implementation;
• Perform other duties as assigned by the project and/or UNDP management.

II.  Financial

• Provide day-to-day management of the project financial operations in accordance with UNDP rules and regulations and relevant SOPs;
• Prepare and  monitor operations  budget,  elaborate  project budget  and  maintain necessary budgetary controls and records;
• Contribute to the project annual and quarter work-plans preparation, progress report preparation and reporting, based on the requirements of the UNDP and project donors;
• Prepare project financial reports as per UNDP and donor’s requirements;
• Monitor expenditures and prepare financial forecasts;
• Ensure timely submission documents for payments to personnel, subcontractors and service providers in accordance with established payment schedules and within the limits of the project budget;
• Undertake basic financial analysis (i.e. budget variance) to support project information needs;
• Contribute to project audit, monitoring and evaluation;
• Prepare accurate budget revisions;
• Prepare requests for financial authorization to UNDP Ukraine CO in accordance with the approved project budget;
• Coordinate with the UNDP Procurement Team in the procurement of supplies, including requisition, request for quotation, costing for services, machinery, necessities, and any required materials for the project;
• Maintain the filing system, and project’s pipelines;
• Create requisitions in Quantum for development projects and register goods receipt in Quantum;
• Prepare non-PO vouchers for the project and payrolls for salaries and other benefits due to project staff;
• Implement the internal control system which ensures that Purchase orders are duly prepared and dispatched;
• Ensure timely corrective actions on purchase orders with budget check errors, un- posted or unmatched vouchers and other problems;
• Certify   expenditures    for   approval   of payments and  monitor/control budget expenditures and approved allotments;
• Ensure the proper closing of accounts at the end of each financial year and the preparation of all financial reports required in accordance with established UNDP financial rules and regulations;
• Coordinate and act as focal point for issues relating to finance and administration within the project;
• Closely liaise with UNDP Ukraine Financial unit, Administrative and HR Units to ensure proper coordination of actions and activities related to finance;

III.  Communications

• Review press and publications for articles of interest to project and circulate them to project personnel;
• Contribute to the preparation of public events such as roundtable discussions, press conferences, briefing sessions, interviews;
• Contribute to UN information campaigns (UN Day, World AIDS Day, etc.), media workshops, press briefings, report launches, etc.;
• Review of translations, contacts with printers and other suppliers to ensure production quality and timely production of communication materials
• Liaise with communication personnel of other UNDP projects;
• Work  closely  with  country  office  communications  and  programme  personnel  to communicate success stories and results;
• Ensure quality control over country office publications, including compliance with UNDP Communication toolkit;
• Contribute to the development of the project promotion and information materials as leaflets, brochure, newsletters, and produce them;
• Ensure wide and target distribution of information materials produced;
• Assure that information is kept updated at UNDP web-site;
• Contribute to programme related training/learning activities.
• Participate in relevant working group meetings and share information with local partners

Institutional Arrangement

Under the direct supervision of the International Project Manager (Engineering and Social Infrastructure) and operational oversight of Field Manager, the Coordination Officer will be responsible for the coordination of EIB TA project activities as well as maintaining of administrative, financial and logistical oversight.

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

Business Management    

Operations Management

    •  Ability to effective plan, organize, and oversee the Organization’s business processes in order to 
       convert its assets into the best results in the most efficient manner
    •  Knowledge of relevant concepts and mechanisms;

Procurement     

Procurement Management    

    •  The ability to acquire goods, services or works from an outside external source

Administration & Operations    

Events management (including retreats, trainings and meetings)    

    •  Ability to manage events, including venue identification, accommodation, logistics, catering, 
       transportation, and cash disbursements, etc.

Communications    

Writing and editing    

    •  Ability to create and/or edit written content

Finance    

Budget management     

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

Required Skills and Experience

• Master’s Degree or equivalent in Business Administration, Management, Economics, Finance, Humanities or Social Sciences or other relevant field or
• Relevant Bachelor’s degree with additional two years of extensive progressively responsible experience is accepted in lieu of Master’s degree

• A minimum of 2 years (with Bachelor’s degree) of progressive experience at national or international level in administration, and/or finance, communications, programme support service, or other relevant fields is required. Relevant experience with Master’s degree is desired.

Required skills

• Experience in the usage of computers and office software packages (Word, Excel etc.), experience in handling of web- based management systems;

Desired skills

• Prior experience with the UN Agency, International Organization or in projects financed by international donors in the field of operations;
• Expertise in Quantum and SharePoint is an advantage;
• Experience in UNDP business processes is desirable (procurement, financial and project closure)
• Experience working with local partners at the national and municipal level in the international development context would be an advantage. 

Language

• Fluency in English and Ukrainian is required.

This is a national position. Only Ukrainian nationals are eligible to apply.