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Project Assistant - Bhubaneswar

Bhubaneswar

  • Organization: UNDP - United Nations Development Programme
  • Location: Bhubaneswar
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
  • Closing Date: Closed
Background

 
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

 
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.


UNDP has been working in India since 1951 in almost all areas of human development. Together with the Government of India and development partners, we have worked towards eradicating poverty, reducing inequalities, strengthening local governance, enhancing community resilience, protecting the environment, supporting policy initiatives and institutional reforms, and accelerating sustainable development for all.  

 With projects and programmes in every state and union territory in India, UNDP works with national and subnational government, and diverse development actors to deliver people-centric results, particularly for the most vulnerable and marginalized communities. As the integrator for collective action on the Sustainable Development Goals (SDGs) within the UN system, we are committed to supporting the Government of India’s national development vision and priorities and accelerating the achievement of the SDGs for the people and the planet.  

 UNDP India’s new Country Programme (2023-2027) builds on our prior work and aims to provide an integrated approach to development solutions in three strategic portfolios:   

 Strong, accountable and evidence-led institutions for accelerated achievement of the SDGs. 

Enhanced economic opportunities and social protection to reduce inequality, with a focus on the marginalized. 

Climate-smart solutions, sustainable ecosystems and resilient development for reduced vulnerability. 

 South-South cooperation, gender equality and social inclusion are promoted across the pillars. The programme is supported by a framework of renewed partnerships and blended finance solutions, strategic innovation and accelerator labs, and data and digital architecture. 

 You are invited to join a team of future-smart development professionals to support India in achieving the national and globally agreed goals. As part of the UNDP team, your focus will be to work with diverse stakeholders to find country-specific solutions that lead to sustainable development and reach those furthest behind first. 

 Office/Unit/Project Description  

 UNDP is working in the Government of Odisha, The Government of Odisha (GoO) is focused on doubling farmers income and farmers’ well-being by addressing the constraints, optimal usage of available natural resources and using technology to ensure a growth that is environmentally, economically, and technologically inclusive, scalable, and sustainable. The state office is now in the process of drawing up specific plans of action with time bound targets and milestones in discussion with various line departments.  

 The overall objective of the proposed engagement is to work closely with the state governments and manage the project implementation across northeastern India. This will include networking with the state governments, relevant departments, private sector, civil societies, implementation of the projects, and leading online/offline events.  

Job Purpose and Scope of Work  

Main Purpose: 

UNDP proposes to engage a Project Assistant to work under the supervision of the State Head, Odisha. S/he will be based in Bhubaneshwar with frequent travel across the project locations. The incumbent will be responsible for the following tasks: 

Duties and Responsibilities

Support the project team to ensure effective project planning and implementation 

  • Assist in compiling and summarizing information and data for the formulation of project work plans. In consultation with project team, draft annual/quarterly budgets, proposals on implementation arrangements, and on other specific project related topics or issues. 
  • Support project implementation in accordance with the project documents, annual work plans and other agreements between UNDP and responsible partners. Review project documents for completeness and compliance with relevant rules and procedures and identify inconsistencies for referral to supervisor. Compile, summarize and present basic information/data on a specific project and related topics or issues; 
  • Contribute to and support data collection for gender analysis and gender mainstreaming at the project level. 
  • Provide administrative and logistical support to ensure successful project delivery that includes organization/coordination of project events, procurement and finance-related activities, contract management, recruitment, and coordination of field visits and project-related missions. 

Support partnerships and resource mobilization. 

  •  Establish and maintain contacts and cooperation with the relevant UN Agencies, government institutions, and other partners and relevant stakeholders. Provide support in updating database of the relevant public and development partners, and other stakeholders who are counterparts for the project. 
  • Support regular communication with partners, project counterparts, stakeholders, and beneficiaries. 
  • Support dissemination of high-quality information and visibility of the project activities among the stakeholders. 
  • Monitor project budget, financial resources, and accounting for effective and transparent use of available resources and to ensure accuracy and reliability of data/information used in financial reports. 

 Support knowledge building and knowledge sharing relevant to the assigned project.  

  • Participate in training on internal procedures for the project staff and provide support to the organization of training and other capacity building activities as needed. 
  • Maintain organized records of project data, field activities, case studies, human-interest stories, photographs, and other relevant documents that can be drawn upon in support of knowledge sharing and advocacy. 

Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies. 

  • Preparation of administrative team results-oriented workplans.  
  • Coordination of travel arrangements, including purchase of tickets, DSA calculations, PO preparation, arrangement of shipment/courier   
  • Support procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals  
  • Support the organization of progress meetings, field, and study visits to monitor project implementation and support organization of workshops, roundtables, and conferences within the project. 
  • Support with protocol matters, coordination with local authority on space and other administrative matters. 
  • Management of cash receipts and petty cash as required. 
  • Maintenance of the proper filing system for finance, HR and procurement records and documents. 
  • Training of staff on administrative procedures 
  • Briefing/debriefing of staff members on issues relating to area of work 
  • Preparation of monthly/quarterly/annual financial reports for donor  
  • Maintenance of the internal expenditures control system for voucher processing, posting and recording are matched and completed.  
  • Timely closure of accounts 
  • Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.  
  • Timely response to CO requests to resolve financial data issues. 
  • Implementation of HR processes in State Office as applicable including support to contract management  

 Provides support to proper supply and assets management, focusing on achievement of the following result: 

  • Coordination of assets management in the state office, timely preparation and submission of periodic inventory reports. 
  • Coordination of the provision of reliable and quality office supplies 
  • Implementation of supplier selection and evaluation 
  • Recording receipt of goods in ERP towards the delivery of the goods/services 

 Any other work assigned by the supervisor. 

Institutional Arrangement 

Direct Reporting To1: State Head, Odisha, NPSA 9 

Overall Reporting To2: Chief Advisor, SDG Acceleration Unit, NOD 

Reportees to this position (if applicable): NA 
 

Competencies

Achieve Results: 
Plans and monitors own work, pays attention to details, delivers quality work by deadline​

Think Innovatively: 
Open to creative ideas/known risks, is pragmatic problem solver, makes improvements ​

Learn Continuously: 
Open minded and curious, shares knowledge, learns from mistakes, asks for feedback​

Adapt with Agility: 
Adapts to change, constructively handles ambiguity/uncertainty, is flexible ​

Act with Determination:  
Shows drive and motivation, able to deliver calmly in face of adversity, confident​

Engage and Partner: 
Demonstrates compassion/understanding towards others, forms positive relationships​

Enable Diversity and Inclusion: 
Appreciate/respect differences, aware of unconscious bias, confront discrimination ​ 

Cross-Functional & Technical competencies  

Business Management

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

Digital Awareness and Literacy - Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed

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.

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

Technical - Finance

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

Administration & Operations

Event Management  (including  retreats, trainings and meetings) - Support projects with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Required Skills and Experience
 
Education:
  • Secondary Education is required, or 
  • University degree (Bachelor’s Degree) in Development Studies, Public Administration or Business Administration, Economics, Political Sciences, Social Sciences or related field will be given due consideration, but is not a requirement. 
Experience:
  • Minimum of 5 years (with Secondary Education) or 2 years (with bachelor’s degree) of progressively responsible administrative or project experience is required 

Required Skills:

  • Experience in supporting implementation of large-scale Government/Donor funded projects is an asset.  
  • Experience in research and policy-level analysis, including in formulation, monitoring and evaluation of strategies and development programmes/projects is an asset. 
  • Exposure to state Planning Processes and annual budgeting exercise of the government. 
  • Experience in coordination with stakeholders is required. 
  • Adequate experience of drafting Project Proposals including monitoring tools such as log frame among other is an asset. 
  • Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages. 

Desired Skills:

  • Experience in preparation of financial reports and overviews · Knowledge of monitoring and evaluation tools · Knowledge of project management processes · Knowledge of procurement procedures of national / international organizations 
  • Promotes the vision, mission, and strategic goals of UNDP 
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability 

Required Language

  • Fluency in English is required.  
  • Knowledge of local language is mandatory. 

Remuneration starting at INR 7,10,978 (Annual) / INR 5,92,48 (Monthly) as per the scale depending on qualifications and experience. The remuneration is excluding 8.33% pension amount paid over and above the salary.  

Disclaimer

 

 
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

 
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.

 
Non-discrimination

 
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

 
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

 
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