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Under the supervision of Climate Change PortfolioProjects Coordinator, the Project Associate will provide administrative, logistics and financial support to the project team in Kyrgyzstan. This person will keep the required records and will prepare the financial and operational information required by the Project Management Unit (PMU) Kyrgyzstan and review finance-related tasks.
Duties and Responsibilities
The Project Associate will ensure the procurement and programmatic activities are delivered and done to support the project implementation. Under the supervision of the Climate PortfolioProjects Coordinator. He/She will undertake the following scope of work:
- Coordination of project planning and preparation work for, typically, a medium-sized and complex component of the project initiatives.
- Analysis, research, summary and presentation of basic information/data on specific projects and related topics.
- Implement project standard operating procedures in line with the government and UNDP’s regulations.
2. Support the effective reporting on the progress of project implementation:
- Provides assistance in the preparation of project workplan; ensuring requisite information is included and justified in terms of proposed activities; proposes adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
- Preparation of results-oriented progress reports, in line with the monitoring and reporting guidelines and presenting it to the project assurance team in a timely manner.
- Preparation of data for monitoring of projects; categorization, updating, tracking and analyzing data related to projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews
- Identification of issues and initiates requisite follow-up actions
- Preparation of reports on budget revisions, expenditures and obligations, verification of availability of funds.
- Preparation for financial authorizations for expenditures to be approved and documentation in prevailing budget system.
- Provision of administrative support for annual and quarterly work plans as well as, operational and financial closure of a project.
3. Provides administrative support to the Project Management Unit focusing on the achievement of the following results:
- Supporting the team and serving as a focal point for administrative issues related to coordination, monitoring and expedition of project implementation activities
- Preparation of draft standard terms of reference against project objectives, obtained necessary clearances, process and follow-up on administrative actions and provision of solutions to the issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, security compliance, etc.
- As focal point for responding to simple information requests and inquiries; review and establishment of filling management system; organization of meetings, and workshops; monitoring of the implementation of various routine administrative tasks.
- Preparation of draft correspondence on project budget-related issues, periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
- Supervision of project support assistant, driver, and other clerical level personnel.
4. Support strategic partnerships, communication, and support to the implementation of resource mobilization:
- Updated database of the relevant public and development partners private sector, civil society and other stakeholders who are counterparts for the project.
- Establishment of filing management for internal databases; updated statistical tables, graphic content, and other background materials/notes to facilitate audit and other reviews.
- Supporting the communication team in the publication of multiple language report as a tool to communicate results, deepen stakeholder knowledge and buy-in to the project, and resource mobilization for the project,
- In coordination with supervisor, communication, monitoring and reporting personnel and other relevant counterpart communications department drafts project summaries, coordinates with editor, translation services, etc.
- Preparation of draft correspondence of all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as preparing project’s contributions for a variety of periodic reports
5. Supports knowledge building and knowledge sharing focusing on the achievement of the following results:
- Participation in the trainings for the operations/ projects staff.
- Documentation of lessons learned and best practices in project support management function.
- Contributions to knowledge networks and communities of practice.
6. The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that:
- Human rights and gender equality is prioritized as ethical principle within all actions.
- activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”.
- Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender is respected within all implementations including data production.
- differentiated needs of women and men are considered.
- inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created.
- necessary arrangements to provide gender parity within all committees, meetings, training etc. introduced.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation
Institutional Arrangement: the Project Associate will work under the supervision of Climate Change PortfolioProjects Coordinator.
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 – Project Management
- Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
Business Management – Communication
- Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
- Ability to manage communications internally and externally, through media, social media and other appropriate channels
Business Direction & Strategy – Effective Decision Making
- Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
Business Development – Knowledge Generation
- Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
Business Development – Knowledge Facilitation
- Ability to animate individuals and communities of contributors to participate and share, particularly externally
General (across the functions) – Event planning and execution
- Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP’s overall brand and mandate
General (across the functions) – Public relations
- Ability to build and maintain an overall positive public image for the organisation, its mandate and its brand, while ensuring that individual campaigns and other communications and advocacy initiatives are supported in reaching the public
- Secondary education is required, or
- A first-level university degree (Bachelor’s degree) in environmental management/sciences or climate change or natural resource management or management of development or socolgy or public relations/international relations will be given due consideration but is not a requirement.
- Minimum 6 years (with secondary education) or 3 years (with Bachelor´s degree) of experience in the area of environment or climate change related area or nature resources management.
Required skills:
- Strong analytical and research skills in undertaking both desk and field research and developing analytical reports.
- Experience in information management, such as through knowledge management platforms, literature reviews, and internal/external communications is required.
- Experience in facilitation and/or stakeholder engagement is required.
- Fluency in English, Russian, and Kyrgyz languages is required.
Desired skills:
- Working experience in intergovernmental organizations (IGOs) or UN/UNDP is a strong asset.
- Working experience with civil society, governmental authorities (national, regional, state, local) is desired.
- Have experience in stakeholder engagement on climate change across climate policy, energy, transport, waste and environmental sectors would be preferrable.
- Professional experience in the climate reporting or establishment of monitoring system reporting is an asset.
- Professional experience working on issues in climate change policy projects in Kyrgyzstan would be highly desirable.
Professional Certificates: additional training and certification in climate change reporting would be an asset.
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.
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