Project Associate

The Project Associate, under the overall guidance of Chief Technical Advisor and direct supervision of the Project Manager, is expected to provide project management techniques, maintain effective administration and reporting systems necessary to ensure efficient and effective support to the goals and objectives of the project as it supports the NEC. 

Scope of Work 

Under the overall guidance and supervision of the Project Manager, the Project Associate will be responsible for support to the planning and follow-up of processes to facilitate effective delivery of project management services and support the process and implementation of the project workplan. S/he analyzes and interprets the programme and project rules and regulations and provides solutions to a wide spectrum of complex issues related to project management. The Project Associate promotes a collaborative, client-focused, quality and results-oriented approach in the project. The incumbent will promote a client-oriented approach consistent with UNDP rules and regulations. S/he will work in close collaboration with the IEAT, UNDP CO Operations, and other staff of UN agencies, sharing information and ensuring consistent service delivery with an eye to complying with UNDP rules and keeping with donor requirements. 

The successful candidate will have the following specific responsibilities:

Ensure timely implementation of the programming activities, focusing on the achievements of the following results:

• Liaise with the national counterpart on issues related to the project activities.
• Support the implementation of the project activities by undertaking missions to project implementation facilities to report progress, identify operational problems and solve by taking appropriate actions.
• Prepares inputs to formulation of AWPs and inputs to detailed implementation plans.
• Support the coordination of project board, project review and/or evaluation meetings including all stakeholders.
• Provide constant and timely monitoring and analysis of the operating environment, suggesting quick readjustments of the programming activities.
• Elaboration of monthly work plans and budget as well as monthly narrative report.
• Initiates activity actions for implement of project workplan activities.
• Compiles supporting documents for execution of project activities and ensures that supporting document are complete and in line with the SOPs.
• Creates requisitions in Quantum to initiate project activity processes, ensures the accuracy of the COA of the requisition, and follows up with Project Manager for approval.
• Creates requisitions for travel and prepares TAs, submits and follows up with UNDP CO Travel Unit (according to SOP).

Provides support for the administration, financial and implementation of project activities focusing on achievement of the following results:

• Ensure integrity of financial and administrative operations in the project through oversight of financial and budgetary aspects of the projects.
• Ensure strict and consistent application of UNDP rules and regulations and the implementation of clear accountability mechanisms throughout the project portfolio.
• Participation in the preparation of work plans and operation plans as well as procurement plans.
• Provide support in quality control of project activities, including assessing impact and effectiveness, tracking outputs and results, and ensure timely and efficient delivery.
• Maintain an appropriate filing system documenting the implementation of approved work-plan activities.
• Provide support in regular monitoring and data collection of project activities and provide work-plan and progress reports.

Ensures facilitation of gender mainstreaming, and knowledge building and sharing:

• Actively promote within UNDP and with the women’s participation in electoral processes within dedicated scope of work.
• Contribute to the identification and synthesis of best practices and lessons learned from the Project for organizational sharing and learning.
• Actively participate in the knowledge networks and take advantage of best practices and lessons learned that are available at the zonal, national, regional and global levels.
• Assesses the capacity of national counterparts, develop capacity building plans and implement them through mentoring, trainings and workshops.

Provides support to enable effective organization of consultations, workshops, roundtables focusing on achievement of the following results:

• Support the compilation of participant and invitation lists and undertake follow up with participants, invitees and speakers.
• Ensure that documentation relating to each workshop/event is retained, systematically organized and retrievable for reporting purposes.
• Support administrative, financial, procurement, logistical, travel and security arrangements.
• Support the compilation, printing and distribution of materials.

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

• Organization of trainings for the government counter parts and project staff.
• Synthesis of the lessons learnt and best practices in the project regarding project management.
• Sound contributions to knowledge networks and communities of practice.
• Harmonize reporting and accounting practices of implementing partners including budgeting and financial key performance indicators.

Required Skills and Experience

Education:

• Secondary Education is required. or
• University degree in Public Administration, Project Management, Economics, Business Administration or related fields.

Experience:

• Minimum of seven (7) years (with secondary education) or 4 years (with Bachelor’s degree) of progressively responsible administrative and/or project experience is required.

Required skills  

• Demonstrated experience in the field of administration, finance, programme/project support or other relevant fields.
• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems such as ERP.

Desired skills 

• Experience in Project Management: results-based planning of human and financial resource utilization.
• Proven knowledge of UN or international organizations procurement policies and procedures is desirable.
• Experience in working in a computer environment using multiple office software packages, experience in Quantum an advantage.
• Experience in working with international organizations and civil society organizations on elections or related field is desirable.
• Past work experience with a UN agency and/or international organization in South Sudan considered an asset.
• Experience working in a culturally diverse environment.
• Experience working with the UN is an asset.
• Good communication skills/experience
• Knowledge of UNDP procedures is an asset.

Required Language

• Fluency in English and local language is required.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/18276