Project Assistant 144 views


Project Assistant

  • Added Date: Sunday, 24 November 2019
  • Deadline Date: Sunday, 08 December 2019
  • Organization: UNDP – United Nations Development Programme
  • Country: Iraq
  • City: Erbil
  • Contract Type: Service Contract (SC)
  • Post Level: SB3
  • KRG in partnership with World Bank group has developed the Economic Reform Roadmap that was built based on the findings of recent studies, and meant to be the government framework and policy guideline to address the medium and long term structural economic challenges. Afterward and in order to operationalize the roadmap, KRG had approached UNDP for technical assistance engagement to support the implementation of the specific recommendations outlined in the Roadmap through technical assistance modality. Subsequently, UNDP has developed Project documents to establish a funding facility for Economic reform in KRG that has been most recently approved by KRG Ministry of Planning. The Funding Facility for Economic Reform (FFER) is intended to support Kurdistan Regional Government (KRG) in ensuring implementation of reform. FFER is to be positioned as financing instrument that will be used to channel high-caliber international expertise and support into top priority reform initiatives drawn from the KRG’s newly adopted reform plan. The Facility will help to mobilize expertise for initiatives aimed at transforming and diversifying the region’s economy, restructuring and strengthening public administration and public financial management, and improving the delivery of public goods, including basic services.

     

    • Provide necessary support to the up-to-date work schedule of the project developed and maintained by the Programme Manager;
    • Manage followings tasks:

             – Organize meetings, workshops, seminars and trainings and any other events, including securing the venue, arranging tickets and all related logistics;

             – Facilitate accommodations, DSA and any other necessary support for the participants and team members;

             – Support the project staff (team members / consultants) in preparing mission planning, following up approval process for both UNDP and the authorities concerned;

             – Support team members in preparation of necessary documents after the return from mission of team members;

             – Manage administrative issues such as office administration, travel, communication, entitlement and any other matters as and when required

    • Assist the Programme Manager in project discussions with GOI, Donors and other counterparts and prepare minutes of meetings
    • Backstops the Programme Manager in administrative issues during the Programme Manager’s absence from duty station
    • Assist the Programme Manager to prepare the financial analysis on project resources on monthly basis;
    • Assist the Programme Manager to prepare analysis of project delivery and its appropriateness against project work plan, identify the bottlenecks and propose solutions with analytical supporting documentations;
    • Maintenan the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas.
    • Collect (and verify) and/or prepare project related documents for quality and consistency, including but not limited to;

              – monthly work logs of project staffs and consultants;

              – invoices of relevant expenditures by coordinating with other relevant units;

    • Provide input to Finance Unit for timely corrective actions on non-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
    • Contribute in drafting specifications and TORs for supplies and services to be procured within the approved budget; 
    • Create e-requisition in Atlas;
    • Assist the Programme Manager to follow up on procurement process and human resources recruitment with relevant units in a timely manner; 
    • Assist the Programme Manager to liaise with relevant units as focal point of project assets and provide necessary support to ensure timely preparation and submission of periodic inventory reports in line with UNDP rules and regulations;
    • Register purchased equipments as an asset and maintenance of an up-to-date inventory of equipments purchased under the Project in accordance with UNDP regulation; 
    • Prepare technical project specification of goods and services for the project in coordination with the
    • counterparts within the approved criteria and timeline.
    • Receive consignments purchased for the projects, analyze the quality and quantity and verify the invoices.
    • Assist the Programme Manager to prepare draft monthly/quarterly progress reports to be submitted to EU as well as those required by UNDP; 
    • Prepare and provide supporting documentations for the Project Manager to make adequate decisions.
    • Making arrangements for the design and publishing of project reports, promotional materials, etc
    • Maintain project data management system with:

              – Reference numbering and filing system to keep all records and documentations in order and to ensure safekeeping of confidential materials/information. This includes uploading information to the unit’s share drive for efficient information sharing and secured data back-up;

              – in-coming / out-going official correspondences such as official letters, monthly reports, midterm reports, final report and record properly to avoid any miscommunication with GOI, Donors and other counterparts.

    • Assist the Project Manager/Officer in coordinating internally the implementation of the project.
    • Assist the Project Manager/Officer in monitoring and reporting on the development of implementation of the project. 
    • Assist data collection to establish baselines to monitor progress in relation to the project 
    • Assist the Programme Manager in organising, attending and monitoring trainings and workshops as advised
    • Demonstrates commitment to UNDP’s mission, vision and values.
    • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
    • Shares knowledge and experience
    • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills 
    • Ability to perform a variety of specialized tasks related to administrative supports, including project data management support, reporting, and logistics for project implementation.
    • Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems
    • Good knowledge of Results Management Guide and Toolkit
    • Good knowledge in Atlas.
    • Focuses on result for the client and responds positively to feedback
    • Consistently approaches work with energy and a positive, constructive attitude
    • Remains calm, in control and good humored even under pressure
    • Demonstrates openness to change and ability to manage complexities
    • High School education or Bachelor’s degree. 
    • Minimum 7 years of administrative support experiences in programme / project at the national or international level; OR Bachelor Degree with 5 years of administrative support experiences in programme / project at the national or international level 
    • Working Experience in UNDP or other UN Agencies is an advantage; 
    • Knowledge of Atlas is also an advantage; 
    • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems. Ability of providing basic IT services would be considered as a great asset.
    • Fluency in English and Kurdish.

    Important applicant information

    All posts in the SC categories are subject to local recruitment.

    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.

    Workforce diversity

    UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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    Contract Duration: From the entry of duty date till 30th September 2020

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