To support the activities of the Project and Component II «Local Governance and Decentralisation Reform» of the UN Recovery and Peacebuilding Programme, UNDP Ukraine invites applications from highly qualified and experienced Ukrainian professionals for the post of the Programme Associate.

Under the direct supervision of the Programme Coordinator Local Governance and Decentalisation Reform the Programme Associate will be responsible for the following key tasks:

Administrative and Logistical Support:

• Perform administrative support functions to facilitate the implementation of the project activities, including personnel matters, attendance records, facilitating missions, office maintenance, reception/registry;
• Contribute to the programme component annual and detailed project implementation work plans, procurement plans and reports preparation, monitor approved project milestones with timely project extension/closure in Atlas in quality and timely manner based on the requirements of the UNDP and programme donors;
• Facilitate project and programme component recruitments and personnel management, including leave monitoring;
• Assure timely and accurate preparation and submission of the documents for selection processes and contract of programme component team extension;
• Participate in data collection, analysis and maintenance of project related database and files; keep accurate electronic and paper filing, information and records systems;
• Participate in project and programme component activities online meetings, round tables, conferences, other public activities; preparation, connection, implementation and follow up, take meeting minutes etc;
• Provide logistical support, including travel arrangements, accommodation, visas, tickets, create Travel Requests/Travel Claims etc. to the project staff;
• Facilitate and provide full support to component monitoring, evaluation and audit missions, as well as missions of experts;
• Keep updated project inventory and assure that UNDP regulations on the equipment use, storage and proper maintenance are adhered. Assure that the project equipment transfer/disposal is being done in accordance with UNDP rules;
• Maintain the database of all stakeholders and partners;
• Liaise with UNDP Operations on a variety of the operations related issues: procurement, financial management and human resources;
• Provide assistance with project documents translation and interpretation as needed;
• Maintain stationery and office supplies, purchase office equipment when needed;
• Handle project correspondence;
• Provide support to various project activities at the national and sub-national levels;
• Provide support to communication activities and events of the project;
• Facilitate timely and proper preparation, collection and submission of full set of documents for the Project registration card;
• Ensure mainstreaming of gender equality considerations in the project implementation, promote a safe and enabling environment free of any kind of discrimination and abusive behaviour

Financial Support:

• Provide day-to-day management of the project financial operations in accordance with UNDP rules and regulations and relevant Standard Operating Procedures SOPs;

• Prepare and monitor operations budget, assist in preparation of project budget and maintain necessary budgetary controls and records;

• Prepare documents for payments in accordance with the approved project budget;

• Ensure process of payment requests and payments within the limits of the project budget;

• Prepare accurate budget revisions;

• Prepare requests for financial authorization to UNDP Country Office in accordance with the approved project budget;

• Prepare accurate financial reports, including monthly and quarterly disbursement reports and financial reports for donors;

• Monitor expenditures and prepare financial reports and forecasts; Implement the internal control system which ensures that Purchase orders are duly prepared and dispatched;

• Ensure timely corrective actions on purchase orders with budget check errors and other problems;

• Maintain the filing system;

• Assist programme management in preparation/revision of Programme Implementation Plan.

Operations/Procurement:

• Facilitate the process of procurement and delivery of goods and services through tender/canvas processes in accordance with SOPs;

• Support to organization of procurement processes including Procurement Plan cases creation, e-requisitions, vendor etc.

• Support in organizing events through the conference service companies companies including checking and comparing the received proposals and contract creation in accordance with SOPs.

Support to Communication Activities:

• Maintain updated database of the project counterparts, contractors, consultants, suppliers, collect relevant information on best services and expertise providers;

• Review press and publications for articles of interest to project and programme and circulate them to programme staff;

• Prepare project and programme related correspondence, maintain contacts with governmental and non-governmental institutions, local authorities, NGOs, academia, etc.;

• Ensure all project communications and training activities are in line with UNDP gender-responsive communications principles;

• Facilitate project and programme related training/learning activities.

Support to other activities of the Component.

Recruitment Qualifications

• Bachelor’s degree in Business Administration, Management, Economics, Human Resources, Finance, Accounting, Law, Political or Social Sciences or other related fields;
• At least 3 years of practical experience of working in the field of administration, finance, programme/project support or other relevant fields;
• Experience in usage of computers and office software packages Word, Excel etc. Experience in handling of web-based management systems and online platforms;
• Familiarity with UN/UNDP procedures and experience with ATLAS would be an asset;
• Experience of working in international organizations/projects will be considered as an advantage.
• Fluency in English, Russian and Ukrainian is required.

DEADLINE FOR APPLICATIONS 25 March 2021.

If you wish to apply for this or other positions with UNDP, please visit UNDP in Ukraine website, section Jobs and apply online:

https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=35984&HRS_JO_PST_SEQ=1&hrs_site_id=2

UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest.

Applications may only be submitted for specific vacancy.

Qualified women are strongly encouraged to apply.