Project Assistant (Roster), UNDP Multiple Duty Stations

UNDP in Kazakhstan is guided by its Country Programme Document (currently Country Programme 2021- 2025), which is in line with the strategic priorities of the Government of Kazakhstan, enshrined in the “Kazakhstan-2050” Strategy, Strategic Development Plan to 2025, and other key sectoral strategies and plans. UNDP supports Kazakhstan in implementing the Sustainable Development Goals and sustaining its growth trajectory by diversifying economy, modernizing institutions, reducing inequalities and sustainably managing natural resources.

To achieve these results, UNDP will support the implementation of a number of projects that will aim to attain outputs envisaged under the Country Programme Document (www.kz.undp.org). Ongoing projects will continue, and new projects will be formulated and implemented throughout the proposed period of 2021-2025.

To enhance the efficiency of the programme implementation and improve the administrative and operational project support, the UNDP country office has established a new structure - Project Implementation Unit (PIU), which is providing financial, procurement, and administrative services to the project management in order to reach project objectives and implement project work plans. In its term, the PIU is part of the bigger Management and Programme Support Unit (MPSU). The PIU consists of a team of individuals, who perform a set of specific duties in accordance with UNDP Programme and Operations Policies and Procedures (POPP) related to project management support. These duties include but are not limited to project financial and budget management, actions aimed at supporting the procurement of goods and services, organization of project events, maintenance of project records, inventory, other administrative support required by the project management.

This is a generic job opening advertised to create a roster of candidates to the position of Project Assistant available for immediate selection across organization. The duty stations include and are not limited to Astana, Almaty and Qyzylorda, Abay, Jetisu, Ulytau oblasts based on the country needs. 

The Project Assistant is responsible for provision of administrative functions to development project(s). The type and quantity of projects covered by the Project Assistant will be defined by the Head of PIU based on the workload analysisconducted. The key responsibility of the ProjectAssistant is to provide fullsupport for the implementation of all project activities and ensure smooth and interrupted performance of the functions described below.

• Provide effective financial services and assist in project budgetmanagement;
• Provide logistical services and event arrangement and management;
• Provide support to procurement services;
• Provide administrative services

Ensure provision of effective financial services and assistance in project budget management, focusing on achievement of the following results:

• Create requests for payments in the finance management system; ensure submission of the supporting documentation required for the payment requests, provide timely feedback and follow up on the status of submitted payments;
• Check that vouchersprocessed, matched and completed, transactions are correctly recordedand posted in Quantum;
• Ensure timely corrective actions on un-posted vouchers, including the vouchers with budget check errors,match exceptions, unapproved vouchers;
• Create requests for vendors and travel profiles; ensure provision of the required supporting documentation; provide timely feedback and followup on the status of submitted requests;
• Ensure duly submission of the VAT return documents to and follow up with the Financeunit;
• Provide support with the cost-recovery processing as per established processes;
• Prepare cash advance requests and securing of reporting in accordance with UNDP procedures.
• Assist in developing detailed project budgetsfor all activities and outputs;
• Monitor project budget in terms of expenditures according to the work plan as per donor requirements;
• Assist in preparing monthy / quarterly / yearlyexpenditure reports;
• Provide detailed information on finance issues during project audit exercise;
• Support in monitoring the project compliance with financial requirements, such as reporting deadlines, formats, purchasing procedures, audits, transmission of documentary evidence, spendingeligibility periods, etc.;
• Prepare budget revisions jointly with PM of the projects, minimum once a year;
• Provide full support with entering new/updated figures of the project Approved Spending Limit (ASL) into the system as per ProDoc /approved budget revision;
• Ensure timely actions on the recharge of improperly charged expenses, preparation of recharge, receipt of approval, and providing support to Programme Associates to be correctly processed in the system;
• Perform other related duties as necessary and in line with the Internal Control Framework of the Country Office and related Standard Operating Procedures (SOP).

Provide effective logistical services to project, focusing on achievement of the following results:

• Assist project personneland national/ international consultants to arrange travel withinand outside Kazakhstan; more specifically support in development of itinerary, booking/purchasing the tickets;
• In coordination with Project Manager(s) of the assigned projects and PIU Head arrange preparation of visas for and timely registration of coming visitors making sure that visitors are aware of visas and registration procedures;
• Arrange foreign visas for project personnel for travels outside Kazakhstan as per request, preparation of information/request official letters to consular departments of corresponding Embassy;
• Perform travel arrangement functions in  the Travel and Expense management  module as per provided profiles;
• In coordination with Project Manager draft and compile necessary documentation such as agenda, list of participants for seminars, workshops, trainings, and other projectrelated events;
• As per provided draft from the Project/Programme staff preparation /signing / sending of Invitation letters to participants.
• Make logistical arrangements for on-line and off-line seminars, workshops, trainings and other project related events, including generating the links to the on-line events; for the off- line events deals with venue reservation, arrangements of meals, translation/interpretation services, and required equipment, office supplies, arrangement of printing handoutsmaterials;
• Create a links to the on-line events in Zoom/Microsoft teams or any other communications platform.
• Ensure arrangement of transfers for participants of Project, Programme and CO staff, including booking and contracting with local logistic companies. 
• Assist in customs clearance procedures by preparation of a packageof necessary documents;
• Make necessary arrangements for registration of participants, delivery of publications and other printing materials to the venue;
• Arrange translation of documents when required;
• Perform other related duties as necessary and in line with the Internal Control Framework of the Country Office and related SOPs.

Ensure provision of effective support services to projects in procurement and other programmatic instruments under HACT modality focusing on achievement of the following results:

• In close collaboration with the project personnel assist in development of procurement plan for the project and submit procurement cases in PROMPT;
• Create e-requisitions in Quantum and ensure correctuse of chart of accounts (COA);
• Ensure timely requests for PO creation to newly signed contracts or update existing PO as per amendment;
• Support Project Managers to create receipt of goods, services, and works in upon deliveryof goods and signing goods     received note (GRN or Act of acceptance) and upload all authorized GRNs in system as requiredby POPP;
• Arrange translation of procurement documents when required;
• Prepare procurement related meeting minutes in coordination with the Procurement Specialist when required;
• As per request and jointly with Project Managers draft the Note to files, Request for Signing of contracts.
• Provision of ToR’s templates as per required procurement method excluding the content (background, scope and/ deliverables).
• Undertake cost estimates and preparation of market research as per provided data / information from project / procurement department, if information is duly available. 
• Coordinate with ProjectManager to completeperformance evaluation forms for vendors;
• Assist the Project Manager in preparing the set of documents as required by the POPP for engaging partners in delivering services through other programmatic instruments, such Responsible Party Agreements, Low value grants,and others;
• Collect and systematize the information on potential suppliers of goods and services;
• Perform other related duties for procurement support as necessary and in line with the Internal Control Framework of the Country Office and related SOPs.

Ensure provision of administrative services, focusing on achievement of the following results:

• Provide support to periodic inventoryverification exercise; create matrix for project inventories, such as publication materials, visibility items and monitorin/out flow;
• Provide support to asset verification exercise and keep an updated list of project assets;
• Arrange translation of documents when required.
• Preparation of unofficial translations of the documents in urgent cases; 
• Arrangement of the office vehicle and securing regular record-keeping on the use. 
• Maintain documents fillingsystem;
• Prepare minutes of the meetingsand translate variousdocuments;
• Collect, compile and provide information when required as well as provide assistance and support to programme staff in preparation of different presentations, reports, programme profiles.
• Keep directories of names, addressesand contact numbersof Government officials, international and nationalNGOs and other relevant organizations inside and outsideKazakhstan;
• Keep a catalogue of archive data, including all data on contracts, reports, etc., revision and updatingof these in an established format for subsequent use;
• Develop a catalogue of materials on monitoring of the project and project activities (correspondence, reports,budget and financialexpenses) in accordance with UNDP requirements;
• Serve as a custodian for stationary supplies, distribution stationary and keeping a log of distribution;
• Assist the ProjectManager with HR and ICT related matters when needed;
• Assist the Project Managers in keeping close contacts with implementing Partner, UNDP, the project partners and other organizations by means of collection the information and proposals, registration of incoming and outgoing correspondence, preparation of draft letters and organization of meetings;
• Perform other related duties as necessary and in accordance with the Internal Control Framework of theCountry Office and relatedSOPs.

Institutional Arrangement

The incumbent reports directly to the Programme Associate/ Head of PIU and works in close day-to-day collaboration with the Project Managers. The Programme Assistant promotes a client-oriented approach consistent with UNDP rules and regulations (POPP). S/he works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff as needed for efficient project implementation.

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

UN policy knowledge: Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

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

Monitoring: Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results

Customer Satisfaction/Client Management: 

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs, provide inputs to the development of customer service strategy.

Look for ways to add value beyond clients' immediate requests.

Ability to anticipate client's upcoming needs and concerns.

• Secondary education. 
• Bachelor’s degree in accounting, financial management, business administration or a related field will be given due consideration, but this is not a requirement.