The objective of the UNDP’s mine action support is to assist ANAMA in enhancing its institutional, management and operational capacities, and to attract donor support to better respond to the challenges of providing safety for communities and enabling reconstruction and resettlement initiatives  in Azerbaijan. UNDP will achieve this through the provision of financial support and advisory services to strengthen strategic, normative and operational capacities of ANAMA in accordance with the International Mine Action Standards (IMAS) and to promote the engagement of ANAMA with the international community, including through donor outreach to mobilize additional resources.

This project is fully aligned with the National Needs and Priorities as designed by the Azerbaijan National Agency for Mine Action (ANAMA) and endorsed by the Ministry of Foreign Affairs, focusing on the ongoing need for clearance of mine and UXO-contaminated areas and enabling those areas to be returned to productive use and support the risk management for the planned return. This project will be implemented in line with the UN-Azerbaijan Sustainable Development Cooperation Framework (UNSDCF) and UNDP Country Programme Document (CPD) for Azerbaijan for the period 2021-2025. Through mine action UNDP aims to help improve the resource endowments of the poor and boost food and human/community security, employment and livelihoods

The objectives will be achieved through the following two outputs:

Output 1:           Land Release to support the safe resettlement of IDPs and reconstruction of infrastructure.

Output 2:           Capacity Development of National Mine Action Partners 

The Project Administrative and Procurement Associate will work in close collaboration with the Programme, Operations, Communications teams of UNDP in the organization for effective achievement of results, anticipating and contributing to resolving programme /project-related issues and information delivery. The incumbent is expected to exercise full compliance with UNDP programming, financial, procurement and administrative rules, regulations, policies and strategies. The Project Associate will provide essential support to the Project Manager in day-to-day project management and achievement of the project milestones.

Duties and Responsibilities

1. Coordinate and support the production of project outputs, as per the project document;

• Contribute to the preparation and implementation of progress reports;
• Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;

       2.  Mobilize all project inputs in accordance with procedures for directly implemented projects;

• Guide all project counterparts, as well as the donor on applicable administrative procedures and ensure their proper implementation;
• Lialising with project stakeholders, including Government agencies, NGOs, and International Organizations to ensure effective communication and coordination;
• Arrange events including preparation of agendas, field visits, appointments and meetings, both internal and external related to the project activities and write minutes from the meetings;
• Maintain project procurement related filing, including evaluation, RFQ/ITB documents, PO/Contracts, handover acts and etc.;
• Prepare routine correspondence and memoranda for the Project Manager’s signature;
• Maintain records on all project personnel/national/international consultants and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures;
•  Organize the Project Board and other project-related meetings; including preparation of meeting minutes, receipt of clearances and etc.
• Coordinating meetings, workshops, and other project related events, including logistical arrangements, coordinating  the organization of big international events on government level
• Handling the logistics for project activities, including travel arrangement for project staff and stakeholders

3. Support the recruitment and selection of project consultants and coordinate the work of all    project staff, consultants, and sub-contractors;

• Draft Terms of Reference (ToR) and provide support to international/local consultants in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, etc);
• Support in the  conduction of procurement and the recruitment of consultants;
• Ensure that contractual processes follow the stipulated UNDP procedures
• Support in arranging for timely, accurate and transparent procurement of equipment, supplies, and services in accordance with the Work Plan;
• Support in overseeing the work of consultants and subcontractors to ensure alignment with project goals.
• Facilitate communication and collaboration among various sub-contracted parties.
• Monitor the progress of subcontracted activities to ensure timely delivery of outputs
• Coordinate the project work with national andinternational consultants;

4. Support the timely submission of the required donor reports, project progress reports, financial reports, and other reports as may be required by UNDP, ANAMA and the Donor

• Gather necessary data from the project teams and stakeholders for the reports
• Prepare initial drafts of donor reports, project progress reports, and financial reports
• Communication with UNDP, ANAMA and Donor representatives to clarify reporting requirements and deadlines
• Ensure all stakeholder inputs are integrated into the reports
• Verify that all reports comply with UNDP, ANAMA and donor standards and requirements
• Address any compliance issues promptly
• Ensure that all reports are submitted on time to the relevant parties
• Keep records of all submissions for future reference

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies

Achieve Results:

• Level 1: Plans and monitors own work, pays attention to details, and delivers quality work by deadlines.

Think Innovatively:

• Level 1: Open to creative ideas and known risks, acts as a pragmatic problem solver, and seeks improvements.

Learn Continuously:

• Level 1: Open-minded and curious, shares knowledge, learns from mistakes, and actively seeks feedback.

Adapt with Agility:

• Level 1: Adapts to change, handles ambiguity and uncertainty constructively, and remains flexible.

Act with Determination:

• Level 1: Demonstrates drive and motivation, remains calm under adversity, and exudes confidence.

Engage and Partner:

• Level 1: Shows compassion and understanding, and builds positive relationships.

Enable Diversity and Inclusion:

• Level 1: Appreciates and respects differences, recognizes unconscious bias, and addresses discrimination.

Cross-Functional and Technical Competencies

Thematic Area: Business Development

Knowledge Generation:

• Ability to research and transform information into relevant and actionable knowledge.
• Applies existing concepts to new situations and develops innovative solutions.
• Understands and applies relevant models, theories, and concepts to address emerging challenges.

Thematic Area: Procurement

Procurement Management:

• Skilled in acquiring goods, services, or works from external sources efficiently and effectively.

Thematic Area: Business Direction & Strategy

Strategic Thinking:

• Develops effective, prioritized strategies aligned with UNDP’s mission through systemic analysis of challenges, opportunities, and risks.
• Links vision to on-the-ground realities to create practical and impactful solutions.
• Anticipates and responds to trends with foresight and agility.

Systems Thinking:

• Uses objective analysis and judgment to understand interconnected elements within a system.
• Evaluates how changes in one component affect other parts of the system.

Thematic Area: Administration & Operations

Event Planning and Execution:

• Plans, manages, and executes public and private events to support and amplify communications and advocacy initiatives.
• Ensures alignment with UNDP’s overall branding and mandate.

Thematic Area: Digital & Innovation

Systems Thinking & Transformation:

• Addresses complex problems using a non-reductionist, holistic approach.
• Analyzes challenges from multiple perspectives, focusing on relationships and flows rather than isolated elements.
• Develops a collective understanding through system mapping, including resource flows, information, and power dynamics.
• Identifies leverage points for systemic change through coherent, multi-intervention strategies.
• Works effectively with uncertainty and embraces the non-linear nature of change.

Required Skills and Experience
Education:

• Secondary education is required.
• First-level university degree (Bachelor’s degree) in Public or Business Administration, Economics, Finance, International Relations or other Social Sciences will be given a due consideration, but is not a requirement.
• CIPS level 2 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.

Experience:

• Minimum  6 years (with secondary education) or  3 years  (with Bachelor’s degree) of progressively responsible project/programme support experience at the national or international level
• Support experience in multi-stakeholder and multi-donor projects;
• Experience in the organization of large-scale events on government level;
• Proven experience in procurement, especially  handling large-volume cases, as well as in the recruitment of consultants
• Excellent computer skills, in particular mastery of all applications of the MS Office package
• Experience working in a multicultural environment
• Experience in customs clerances of equipment
• Experience working with International Organizations or Government institutions
• Familiarity with procurement/administrative procedures in an international organization or a similar context

Languages:

• Fluency in Azerbaijani and English

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements