Project Associate (NPSA-7) at UNDP.

UNDP Istanbul Regional Hub for Europe and the CIS (IRH) is an advisory hub for the region that provides policy and programmatic support to UNDP’s development activities and works towards assisting Country Offices in the development of country-level initiatives, as well as implements regional-level projects with a wide range of partners. The UNDP Regional Bureau for Europe and the CIS (RBEC) has a Project ‘Slovak Transformation Fund” starting from November 2021 until December 31, 2024. Within this context IRH is looking to bring on board a Project Associate (PA) to support implementation of the Project.

The main objective of the Slovak Transformation Fund is to provide a capability for system transformation – by deploying systemic approaches, engaging in co-creation processes, strengthening local ecosystems, and leveraging innovative sources of financing. The project is set against the background of the pandemic, and builds on the lessons learned and successes of TGFF I (2015-2017) and II (2018-2021). The project has key components:

1.BOOST, which focuses on accelerating the development of solutions and organisations that address selected challenges;

2. System transformation acceleration, which focuses on urban transformation & exploration of innovative financing mechanisms.

Under the direct supervision of the Project Manager, and matrix management of the Innovation Team Leader, the PA provides support to administrative and finance services ensuring high quality of work, ensures accurate, timely, and properly recorded/documented service delivery. The PA ensures effective delivery of project by entering and managing data and supporting programme implementation consistent with UNDP rules and regulations. The PA works in close collaboration with implementing COs and the including operations and other staff in IRH and COs and consultants. The position requires a high level of initiative and learning motivation.

1. Support management of project in ATLAS, including but not limited to:

• Setting-up the project and the annual work plans (AWP) in ATLAS (ERP system);
• Enhanced project management and pipeline module;
• Track and monitor the use of allocations, track approval of budget revisions and their uploading;
• Create e-requisitions, check budget for accuracy, and do receipts for payments;
• Generate financial reports and prepare monthly delivery monitoring tables for the assigned project, check for correctness, identify issues, contribute to development of solutions.

2. Support in project implementation and financial management of the project, including:

• Support project management in performing budget cycle: planning, preparation, revisions, and budget execution;
• Comply and verify budget and accounting data by researching files, calculating costs, and estimating anticipated expenditures;
• Process all types of payment requests for settlement purposes including quarterly advances to the partners upon joint review;
• Monitor budget expenditures, ensuring that no expenditure is incurred before it has been authorized and maintain a proper record of commitments and planned expenditures;
• Prepare and submit expenditure and project budget status reports;
• Prepare periodic accounting records by recording receipts, disbursements (ledgers, cashbooks, vouchers, etc.) and reconciling data for recurring or financial reports and assist in preparation of annual procurement plans;
• Support procurement and contracting processes (Individual Consultants, services and goods);
• Support documentation for Contract Assets Procurement (CAP) meetings and Regional Asset Contract Procurement submission;
• Undertake project financial closure formalities including submission of terminal reports, transfer and disposal of equipment, processing of semi-final revisions, and support professional staff in preparing the terminal assessment reports;
• Ensure that contractual processes follow the stipulated UNDP and donor (i.e. Government of Slovakia) procedures;
• Compile technical and financial reports as required;
• Ensure proper filing of all project related documents.

3. Provide event and meeting organisation support for assigned events, including:

• Support the organisation and preparation of key project meetings, including necessary documentation, logistics, travel, administrative support and any follow up required (including producing meeting minutes and reports);
• Support with organising tele-conferences and other means of engagement with stakeholders and partners;
• Support the production of promotional materials;

4. Take care of internal communication and updates of project-related information on project platforms and social media including:

• Communicate with IRH teams and Country Offices on financial and reporting matters;
• Support annual targets setting and reporting;
• Publishing articles on UNDP RBEC Innovation and BOOST platforms and updating the information stream such as from webinars, open working sessions, etc.;
• Publishing materials produced by communication experts on social media;
• Update events calendar and other platforms as requested.

5. Perform other project support service duties and responsibilities as requested.

Institutional Arrangement

The Project Associate will report to the Project Manager, under the overall guidance of the Innovation Team Leader.

Achieve Results (Level 2): Demonstrates results on achieving quality results and impact

Learn Continuously (Level 2): Proactively seeks feedback, demonstrates willingness to learn from others as well as from experience, both positive and negative

Adapt with Agility (Level 2): Is flexible in handling change, and adopts new ideas, approaches and ways of working

• Secondary education with a minimum of 7 years of professional experience in fields relevant to the specific duties of the job such as in project administration and/or coordination is a requirement, preferably in an international organization;

OR

• Bachelor’s degree in business administration, financial management, public administration, communication and political sciences or related field is required with a minimum of 4 years of professional experience in fields relevant to the specific duties of the job such as in project administration and/or coordination is a requirement, preferably in an international organization;
• Additional academic qualifications in business, economics, accountancy, international development, international law, governance, communication, peacebuilding, knowledge management, innovation, law enforcement is an asset.

• Prior experience with UNDP in project administration roles is required;
• Demonstrated track record in the preparation of technical and financial reports, and accounts management of international projects is an asset for this position;
• Experience organizing exchange workshops and/or training activities at the national or international level is required;
• Prior experience working on innovative projects will be considered an asset.

Desired additional skills and competencies:

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

Required Language:

• Fluency in English is a requirement
• Knowledge of a regional language will be considered an asset.

The following documents shall be required from the applicants:

1. Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
2. A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
3. Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as  reports, presentations, publications, campaigns or other materials.