Project Assistant – NPSA 5 – Belém, Pará, Brazil

  • Location:
  • Salary:
    negotiable
  • Job type:
    Full-Time
  • Posted:
    2 weeks ago
  • Category:
    Administration
  • Deadline:
    December 8, 2022

JOB DESCRIPTION

Job Description

Background
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
Drawing on the proposal for alignment and structural change as enunciated in the UNDP Brazil ‘s CPD 2017-2021 new portfolio design has been developed whereby the CO will use three work streams suggested in the proposal for alignment to undertake a detailed strategic review, which will align existing project-level interventions behind programmatic portfoliossupported by an Operations Team. These are:
  • Socially Inclusive Development (People & Prosperity: poverty reduction, social policies, livelihoods, public-private partnerships, etc);
  • Environmentally Sustainable Development (Planet: environment, climate change, DRR, Montreal Protocol);
  • Governance and Justice for Development (Peace: prevention of violence, justice, transparency, anti-corruption, human rights, local capacity development).
Given the imperative to support the country in the implementation of the SDGs and improve human development in the most excluded and vulnerable populations, the plan concluded that it is necessary to develop a strategy to enhance CO presence at territorial level. This strategy should consider UNDP as well as UN system wide territorial presence.
Decentralized Cooperation and Territorial Development transversal support area aims at contributing to advance on inclusive governance and human development to achieve sustainable development –social, economic and environmental- in Brazilian States and Municipalities. The main objective is to leave no one behind at the sub-national level through the implementation of the SDGs at territorial level in line with national policies and plans and the UNDP Integrated Framework to Support Local Governance and Local Development (LGLD) as well as MAPS framework. The Decentralized Cooperation and Territorial Development area will promote the coordination of integrated development initiatives within a given territory, taking into consideration the local political,social, cultural, geographic, economic, historical and environmental complexities as well as opportunities to implement SDGs and accelerate their achievement. This will allow a more coherent cooperation at subnational level to be framed under a broader and integrated strategy aligned to the national level through a territorial approach for development. A UNDP Brazil strategy for decentralized cooperation will further guide this function and its priorities (geographical and thematic). To enable the implementation of projects under the Decentralized Cooperation and Territorial Development portfolio, the Project Assistant will provide – under the supervision of the Project Coordinator of the Pará Office, and general guidance of the Territorial Development and Decentralized Cooperation Advisor – logistical and administrative support to DIM and NIM projects in the state of Pará and other states, as assigned to him/her.
Duties and Responsibilities
Under the direct supervision of the Project Coordinator of the Pará Office, and general guidance of the Territorial Development and Decentralized Cooperation Advisor, the Project Assistant will be responsible to support activities related to the implementation of the territorial development portfolio, especially the project portfolio of Pará State office, in the modalities of direct execution and support to national execution, in particular (but not limited to) to the following activities:
  1. Monitor the financial execution of projects: carry out budget reviews of projects, when necessary; mandatory reviews and final review of projects; subsidize requests and follow-up on the progress of authorization requests related to the project (DIM authorization, ASL request, other relevant actions for each case), prepare financial accounts for project donors;
  2. Assist in the preparation of progress reports, annual work plans with a focus on results and deliveries and final reports;
  3. Maintain cordial working relationships with all UNDP partners, especially in meeting the demands presented by counterparts in the implementation of projects and activities, ensuring the delivery of quality, fast and effective services. Make direct contact with private sector counterparts for various surveys.
  4. Create purchase requisitions, conduct and monitor the bidding process when relevant, monitor the approval of Purchase Order and issuance of contracts for signature of the parties, review individual contracts and submit them for approval by the Program Officer;
  5. Request and monitor payments, providing additional documentation, when providing for posting of supporting documentation on corporate platforms;
  6. Keep up-to-date on UNDP administrative, financial and operational rules: Program and Operations Policy and Procedure (POPP) in order to alert the team about updates or performance of any activity that does not comply with them;
  7. Provide necessary actions for new or updates Vendors and monitor their approval and implementation in the system;
  8. Conduct simplified bidding processes for services or purchases below USD 5,000;
  9. Assist in the preparation of Terms of Reference for the consultants selection, purchase of goods and services, as well as in the preparation of draft documents such as: Contracts, Memorandum of Understanding, etc.);
  10. Review individual contracts and send them for approval by the Program Officer;
  11. Keep electronic and physical files up to date and well organized; Support national implementation projects of good document management preparing them for auditing;
  12. Provide quantitative and qualitative technical reports for evaluation and monitoring of activities, whenever requested, including project monitoring tools;
  13. Present technical information in a systematic way and in the format required for official communications with the private and public sectors, dissemination materials, meetings, seminars, training and for the Annual Progress Reports;
  14. Monitor the signed contracts schedule and the its activities agreed; maintain contacts with private partners, ensuring the execution of planned activities and proposing lines and action plans for adjustments to the execution schedules, if necessary;
  15. Support the organization of project missions and meetings, including arranging for ticketing and payment of per diems, preparation of agendas and related activities;
  16. Assistance in organizing and conducting local and external technical meetings as well as prepare the meeting minutes;
  17. Perform other tasks required by the Territorial Development and Decentralized Cooperation Advisor and the Coordination of Pará State Office in the context of the objectives, duties, activities and responsibilities of her function.
Direct supervisor: Pará Local Project Office Coordinator, Overallsupervision – Territorial Development and Decentralized Cooperation Advisor
Competencies
Core Competencies
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

 

Thematic Area Name Definition
Business

Management

Project

Management

Ability to plan, organize, prioritize and control resources,

procedures and protocols to achieve specific goals.

Business Direction & Strategy Strategic Thinking Ability to develop effective strategies and prioritized plans in line with UNDP´ss objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions

Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP

Business Management Partnerships Management Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies
Business Development Knowledge Facilitation Ability to animate individuals and communities of contributors to participate and share, particularly externally
Required Skills and Experience
Education:
  • High school education is required.
  • Bachelor´s degree in administration, social sciences, international relations, law, economics or related fields will be given due consideration
  • Postgraduate degree in project management or business administration or public administration or related fields is desirable
Experience:
  • A minimum of 5 years and for candidates with bachelor´s degree 2 years of practical and relevant work experience in administration, support to the management and implementation of technical cooperation projects, with preference in Territorial Development and Decentralized Cooperation and/or local contexts;

 

Required skills:

  • Experience preparing and monitoring contracts, projects, agreements, reports;
  • Proficiency in the use of computers, office package (MS Word, Excel, Power Point, etc.) and knowledge in data and information systematization;
  • Experience in the technical and logistical organization of meetings, seminars, qualifications and training.

 

Desired skills:

  • Experience working in partnership with government, civil society and the private sector;
  • Previous experience in UNDP/UN AFP web-based systems – Atlas, extranet or similar – will be considered an asset.

 

Required Language(s):

  • Proficiency in Portuguese (written, reading and verbal);
  • Working knowledge of English.

 

Professional Certificates:

  • CIPS Level 1 will be considered an asset.

 

Travel:

  • Limited official travel is expected to be associated with performing the functions

 

 

 

Disclaimer
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.
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