Location:

Mumbai, India
Salary:

negotiable / YEAR
Job type:

CONTRACTOR
Posted:

2 months ago
Category:

Programme and Project Management
Deadline:

27/07/2024

JOB DESCRIPTION

JOB SUMMARY:

The State Project Associate will be a part of the State project management team and will work under the direct supervision of the State Project Manager (SPM), Maharashtra, UNDP India and will work in close collaboration with the Finance and Admin Officer at the National Project Management Units (NPMU), New Delhi. S/he will ensure engagement of all direct stakeholders and delivery of project objectives in coordination with the state nodal agency (Forest, Environment and Climate Change department, Govt. of Maharashtra), when needed.

A. Main Purpose:

S/he shall look after the administrative functions for smooth implementation of the project in the State and would be responsible for the overall administrative related work including procurement, travel and logistic and HR.

B. Duties and Responsibilities:

Administrative management:

 Pro-actively contribute to day-to-day administrative support functions to facilitate the project implementation and ensure conformity to expected results and project work-plans;

 Provide support to state project team in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, etc). Maintain records on all project personnel/state consultants and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures;

 Prepare and issue contracts; make pertinent logistical arrangements for the prompt and effective implementation of the programme activities; draft minutes of Project Board and other project related meetings. Prepare and circulate meeting minutes, workshop proceedings etc.

 Assume overall responsibility for administrative matters of a more general nature, such as registry and maintenance of project files and records; arrange external and internal meetings (including the meetings of the Project Board, Technical level, as well as other relevant meetings etc.).

 Assistance in preparation of documents, guidelines, presentation and follow up on Admin related matters with state partners. Facilitate data and information collection with the sectoral line departments for undertaking the project activities.

 Support State Project Management Unit in preparation monthly, quarterly, and annual reports

 Coordinate meetings/workshops, trainings and capacity building events. Provide technical and logistical support for organizing workshops, meetings and consultations with relevant stakeholders.

Procurement:

 In accordance with the Work Plan arrange for procurement of equipment, supplies and services;  Create and manage e-requisitions in Quantum;

 Arrange for equipment maintenance and insurance as required;

 Ensure that contractual processes follow the stipulated UNDP procedures;

 Physically clear and ensure delivery of equipment and supplies procured for the various programme sites;

 Maintain equipment and spare inventory including verification and transfer when required.

 Any other related task assigned from time to time by State Project Manager.

Institutional Arrangement

Reporting To: State Project Manager (SPM) Maharashtra

Repotees to this position (if applicable): NA

Competencies

Core
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

Administration & Operations-
Assets management
Knowledge of policy & procedures on PP&E; ability to
prepare financial statements on PP&E; maintain Asset
Management Module in Quantum, Asset Dashboard;
develop supporting tools for assets certification and
further enhancements for AM module; design and run
training programs, etc. on assets management and assets
recording; run AP-AM interface; perform AP-AM-GL
reconciliation; perform analytical review of AM reports
and asset information to ensure completeness and
accuracy of asset information

Administration & Operations
Documents and records management
Overall document (hard or electronic) management;
registry and retention policy including storing and
archiving

Administration & Operations
Registry & correspondence management
Ability to collect, register, maintain and deliver mail and
UNDP pouch; ability to manage archives

Administration & Operations
Events management (Including retreats, trainings and meetings)
Ability to manage events, including venue identification,
accommodation, logistics, catering, transportation, and
cash disbursements, etc.

Administration & Operations
ERP travel and expense module
Knowledge of the ERP Travel and Expense Module; ability
to provide help desk support to UNDP and other UN
agencies
Procurement
Sourcing
Ability to find, evaluate and engage suppliers of goods
and services

Business Direction & Strategy
Business Acumen
Knowledge and understanding of the operational
frameworks in the organization and ability to make good
judgments and quick decisions within such frameworks

Required Skills and Experience

Min. Education requirements	Secondary education is required. A university degree(Bachelor’s degree) in Business Administration, Commerce, Financial Management, or related field will be given due consideration, but is not a requirement.
Min. years of relevant work experience	Minimum 6 years of work experience with secondary education or 3 years of experience with a Bachelor’s degree in financial management, general administration and programme support service.
Required skills	Good understanding of all aspects of project management. Good understanding of financial, administrative and procurement processes. Experience in the usage of computers and office software packages (MS Word,Excel, etc.). Experience in handling of web-based management systems is an asset. Good written and verbal communication skills in English Ability to work independently and under pressure
Desired skills in addition to the competencies covered in the Competencies section	Good understanding and experience of handling UNDP’s and GEF’s mission will be desirable Experience of working with Central and/or State Governments/UN and international agencies/ NGOs/ Civil Society on similar assignments will be preferred

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

ABSTRACT:

United Nations Development Programme State Project Associate India UNDP Jobs 2024

United Nations Development Programme looking for “State Project Associate”. Applicants with a High School Diploma may apply on or before 27-Jul-24.

The United Nations Development Programme has published a job vacancy announcement on 13/07/2024 for qualified applicants to fill in the vacant post of State Project Associate to be based in Mumbai , India. For more jobs, please visit https://unjoblink.org

Company Name: United Nations Development Programme

Job Title: State Project Associate

Duty Station: Mumbai , India

Country: India

Application Deadline: 27-Jul-24

This job has expired.