Overview
Provide project management assistance by supporting administrative, operational and logistical processes, and facilitate knowledge building and management for the Ukraine District Heating Programme Technical Assistance.
Key Responsibilities
- Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
- Ensure compliance with procedures frameworks, including by learning and applying UNDP’s Programme and Operations Policies and Procedures (POPP), and relevant to project activity financial and administrative requirements;
- Prepare relevant background materials for use in discussions, correspondence, and briefing sessions;
- Draft meeting minutes, translate and interpret from Ukrainian into English and vice-versa;
- Ensure efficient travel arrangements are made for the team as required, ensuring proper use of UNDP resources;
- Assist in arranging appointments, organizing meetings, events, taking minutes of meetings and drafting correspondence for Project Team;
- Keep lists of names, addresses and telephone numbers of applicable government and non-government partners;
- Maintain policy, confidentiality and general management files.
- Learn processes and operations of the UNDP Quantum Platform;
- Assist in projects financial resources management, efficient procurement and logistical services;
- Support the elaboration of project work and procurement plans;
- Support the timely preparation and submission of progress reports, donor reports, project reviews, financial reports, audit reports and any other required project reports;
- In accordance with the Annual Work Plan, arrange for procurement of equipment, supplies and services and ensure timely follow up with procurement requests;
- Assist in recruitment processes by reviewing job descriptions, job classifications, forming vacancy announcements, screening candidates, and facilitating interview panels;
- Maintain leave records and travel plans of the Project staff.
- In accordance with the Project Document and in close coordination with the Responsible Parties, adhere to the Quarterly and Annual Targets according to UNDP timelines;
- Support in organizing Project events;
- Synthesize lessons learned and best practices in the project;
- Provide high quality interpretation and translation in support of the project as needed.
Required Experience
- Minimum seven (7) years with Secondary Education or four (4) years with a Bachelor’s degree of experience working in administration or providing project management assistance is required.
- Experience in UN/UNDP or International organizations or Development organizations is desired.
- Experience in organizing events (including retreats, trainings, meetings, etc.) is an asset.
- Experience in financial reporting for donors is desired.
- Experience in procurement of equipment/supplies/services is an asset.
- Experience with ERP systems (e.g. Quantum) is a desired skill.
Qualifications
Secondary Education is required OR Bachelor’s degree in Business Administration, Finance, Accounting, Human Resources, Social Sciences, or a related discipline will be given due consideration but is not a requirement.
