Project Operations Associate

Job Description

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.

The Kyrgyz Republic is highly committed to achieving the 2030 Agenda and integrating the Sustainable Development Goals (SDGs) into the country’s national development efforts. The SDGs have been reflected in the national development framework through gap analysis and priority-setting undertaken in the 2040 National Development Strategy of the Kyrgyz Republic (NDS), the mid-term National Development Programme of the Kyrgyz Republic (2021-2026) (NDP), and through various programmes and strategies on healthcare, education, gender, youth, green economy, digitalization, regional development, and other sectors. The combined impact of COVID-19 pandemic, international economic decline, domestic instability, and regional conflict have taken a toll on people’s resilience in recent years in Kyrgyzstan pushing back the progress towards achieving SDGs and realization of 2030 Agenda and posing increasingly complex development challenges to economic and political stability, governance, environmental stability, social inclusion, gender equality, and beyond.

Following its Country Programme Document (CPD) for the Kyrgyz Republic for 2023-2027, UNDP supports the Kyrgyz Republic in moving towards a low-carbon, risk-informed and resilient development, sustaining and protecting healthy ecosystems to implement international climate action commitments. Strengthening access to justice, the rule of law, and promoting human rights are cornerstones of UNDP’s mandate to achieve sustainable human development and eradicate extreme poverty. Through its work in these areas, UNDP contributes to building peace and democratic governance across various development contexts.

UNDP in the Kyrgyz Republic is looking to bring on board the Projects Operations Associate to provide administrative support to the design and implementation of the programme. Under the guidance and supervision of Projects Coordinators, the Projects Operations Associate provides administrative/project/ finance/ procurement services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Projects Operations Associate promotes a client, quality and results-oriented approach.

The Projects Operations Associate works in close collaboration with the Operations and Programme Units in the CO and project personnel to ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

• •  Implementation of operational strategies
  •  Provision of administrative, finance, HR and logistical support
  •  Provision of support to office maintenance and assets management

•  Support to knowledge building and knowledge sharing

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

•  Full compliance of administrative and HR activities with UNDP rules, regulations, policies and strategies.
•  Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies
•  Provision of inputs to preparation of workplans.

2. Provides project, administrative, finance, HR and logistical support, focusing on achievement of the following results:

• •  Interpretation and implementation of procedures and rules related to administrative, procurement, financial and personnel matters and ensure their compliance.
  •  Administrative support to organization of conferences, workshops, retreats, study tours, etc.
  •  Arrangement of travel and hotel reservations, preparation of travel requests for meetings’ partipipants.
  •  Organization of meetings with projects partners, minutes taking, participating in monitoring travels when needed.
  •  Preparation and handling the routine correspondence (faxes, memoranda and reports) related to project implementation, general administration, procurement, financial and personnel matters.
  •  Support in certifying availability of funds and ensuring that the activities are in line with the approved workplan and budget levels.
  •  Provision of information for reports on financial status, procedures, exchange rates, costs and expenditures and potential funding problems.
  •  Assistance in proper control of the supporting documents for payments and financial reports for the Programme/Project; payment execution and monitoring payment status.
  •  Preparation of budget revisions per established rules when required.
  •  Processing of financial documentation (payments, supporting documents, etc.) and maintaining internal expenditures control system by ensuring that payments processed are matched and completed, transactions are correctly recorded and posted in ERP; travel claims and other entitlements are duly processed.

• •  Support in timely extension of personnel contracts, submit required HR forms/documents to HR unit.

•  Maintenance of files related to personnel, finance, procurement, administrative, logistical, programme/project matters.
•  Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans.
•  Assistance to the Audit and prepare necessary documents
•  Monitoring the Inventory Records, maintain the records and files on assets management, distribute the stationery to personnel and provide advice on procurement of goods to avoid unnecessary purchase.
•  Maintenance of files and records relevant to office maintenance.

3. Provides support to office maintenance and assets management, focusing on achievement of the following results:

•  Monitoring the Inventory Records, maintain the records and files on assets management, distribute the stationery to personnel and provide advice on procurement of goods to avoid unnecessary purchase.
•  Maintenance of files and records relevant to office maintenance.

4. Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

•  Participation in the training for the operations/projects staff on administration, finance and HR. eceJsft Bg2t4V
•  Briefing personnel on general administrative, financial and personnel matters.

The incumbent performs other duties within their functional profile as deemed necessaryfor the efficient functioning of the Office and the Organization.

Institutional Arrangement

Projects Operations Associate works under the direct supervision of Projects Coordinators.

Core Competencies:

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:

Business Management: Monitoring &Evaluation

•  Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively,
•  Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management and results,
•  Ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming,
•  Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools.
•  Ability to make an independent judgement based on set criteria and benchmarks,
•  Ability to anticipate client’s upcoming needs and concerns.

Business Management: 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.

Business Management: Communication

•  Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose сommunication methods depending on the audience,
•  Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Business Management: Operations Management

•  Ability to effectively 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.

Administration & Operations: Events management (incl. retreats, trainings,meetings)

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

Administration & Operations: Travel policy and procedures

•  Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters.

Finance: Accounting (General)

•  Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.

Required Skills and Experience

Minimum education requirements:

•  Secondary education is required. or
•  A first university degree (Bachelor’s degree) in Business or Public Administration, Economics, Political Sciences and Social Sciences will be given due consideration but is not a requirement.

Minimum years of relevant work experience:

•  Minimum six (6) years ( with the Secondary education) or three (3) years (with Bachelor’s degree) of relevant administrative/financial/HR experience is required.

Required skills:

•  Relevant experience in, procurement, asset management and/or project support .
•  Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Desired skills:

•  Experience of working with web-based management systems is desirable.
•  Working experience in international organizations, UN/UNDP is a strong asset.
•  Additional training and certification in finance is an asset.

Language(s):

•  Fluency in English and Russian is required.
•  Knowledge of Kyrgyz is a strong asset.

Disclaimer

Applicant information about UNDP rosters

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.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.