The incumbent will prioritize gender equality and women’s empowerment within all implementations and promote UNDP’s mandate as a gender-responsive organization with zero tolerance to any kind of discriminatory and abusive behavior, including sexual harassment, sexual exploitation and abuse.

Under the overall guidance and supervision of the Administrative Analyst, the Project Associate will be responsible for the overall support of implementation of the ongoing Common Premises Project, performing a variety of standard operational services within the project framework ensuring high quality and accuracy of work.

The Project Associate will work in close collaboration with the Operations Team of the Country Office (CO) and CP projects’ personnel to ensure implementation of project related activities in a timely manner with required quality, following the highest standards in line with UNDP guidelines and procedures.

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

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
• Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
• Provision of inputs to preparation of administrative team results-oriented workplans.

2. Ensures effective administrative and logistical support to Project activities, as follows:

• Ensures smooth operational running of the project by following established operational rules and procedures, including preparation of the supporting documentation for contracts and payments;
• Contributes to the project annual and detailed implementation work plans and reports preparation in quality and timely manner based on the requirements of the UNDP and project donors;
• Supports in initiating, reviewing, processing and following-up on actions related to the administration of the unit’s human resource activities, including recruitment of personnel, selection, relocation, performance appraisal, job classification reviews, separation, training etc., ensuring compliance with UN/UNDP rules and procedures;  
• Provides logistical support, including travel arrangements, accommodation, etc. to the CP project personnel;
• Facilitates and provides full support to project monitoring, evaluation and audit missions, as well as missions of experts;
• Keeps the project inventory updated and ensures that UNDP regulations on the equipment use, storage and proper maintenance are adhered; the programme CP project equipment transfer/disposal is being done in accordance with UNDP rules;
• Maintains the database of all stakeholders and partners;
• Maintains contacts with relevant partners on a variety of the related issues;
• Liaises with UNDP Operations on a variety of the operations related issues: procurement, financial management and human resources;
• Provides assistance with documents translation and interpretation as needed;
• Maintains stationery and office supplies, purchases office equipment when needed;
• Handles project telephone enquiries and correspondence;
• Provides support to various project activities at the national and sub-national levels;
• Provides support to communication activities and events of the project.

3. Supports and coordinates the UN-related surveys and other common services for UNDP, UN Agencies and UN RC office focusing on achievement of the following results:

• Collection of information for UN and UNDP surveys and support to organization of common services and activities with UN Agencies;
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
• Provide support in preparation and maintenance of log of Service Level Agreements and Memorandums of Understanding with UN agencies;
•  Assistance in the preparation of budget, provision of information for audits;

4. Supports knowledge building and knowledge sharing, through:

• Participation in the training for the project personnel;
• Sound contributions to knowledge networks and communities of practice.

5. Ensures effective and efficient provision of administrative support to CO, through:

• Arrangement of travel, transportation and communication services, ensuring their optimization and financial control;
• Provision of administrative arrangements for workshops, conferences, retreats and other events;
• Assistance with documents preparation for registration of international staff and dependents;
• Participation in DSA and other administrative surveys, including for common services;
• Participation in UNDP Oversight and Support Team meetings as applicable.

• Experience in usage of computers and office software packages (Word, Excel etc.).
• Experience in handling of web-based management systems.

• Experience in coordination of project related activities. 
• Prior working experience within UNDP or other UN agencies will be considered as an asset.

Competencies and Selection Criteria

Description of Competency at Level Required

Core competencies

Achieve Results

•Demonstrate focus on achieving quality results and impact.

•Consistently strive to meet or exceed excellence standards.  

Think Innovatively

•Propose new ideas, approaches and solutions to problems.

Learn Continuously 

•Actively pursue opportunities for learning and self-development professionally and personally.

•Keep abreast of new developments in one’s professional area.

Adapt with Agility 

•Be flexible in handling change, and adopt new ideas, approaches and ways of working.

•Seamlessly adapt to working within new situations or contexts, with new people, and in different ways.

Act with Determination

•Pursue everything with motivation and drive.

•Not give up in the face of adversity and setbacks; demonstrate resilience and composure.

Engage and Partner

•Act in a way that demonstrates empathy and emotional intelligence, showing consideration for the needs and feelings of others.

•Demonstrate and encourage teamwork and co-creation internally and externally to achieve joint objectives and results.

Enable Diversity and Inclusion

•Treat all individuals with respect, consider ethical implications and respond sensitively to all differences among people.

•Fully accept and value all people, creating an inclusive environment.

Cross-functional competencies

Entrepreneurial thinking

•Ability to create clarity around UNDP value proposition to beneficiaries and partners and to develop service offers responding to client needs based on UNDP’s organizational priorities and mandate.

Effective Decision Making

•Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.

Knowledge Generation

•Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.

Knowledge Facilitation

•Ability to animate individuals and communities of contributors to participate and share, particularly externally.

Results-based Management

•Ability to manage programmes and projects with a focus at improved performance and demonstrable results.

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.

Digital Awareness and Literacy

•Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.

Working with Evidence and Data

•Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.

Technical competencies

Procurement

•The ability to acquire goods or services from an external providers.

Contract Management

•Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Shared Services - HR

•Understands and applies main processes and methods of HR Management. Possesses basic knowledge of organizational policy and procedures relating to HR and applies them consistently.

Inventory Management

•Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above.

Events Management (including retreats, trainings and meetings)

•Support offices with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

• Secondary Education is required.

• Bachelor’s degree in Business Administration, Management, Economics, Human Resources, Finance, Accounting, Social Sciences or other related fields would be desirable but not a requirement.

• 7 years of practical, progressively responsible experience of working in the field of administration, finance, programme/project support or other relevant fields.
• Alternatively, if in possession of Bachelor’s Degree, 4 years of relevant experience would be required.

Travel: 

• Should any official travel be necessary in connection to this TOR, UNDP will reimburse the expenses based on the duly authorized travel details, including travel and per diems.

 The following documents shall be required from the applicants:

1. Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
2. A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
3. Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as  reports, presentations, publications, campaigns or other materials.