Project Associate – NPSA6

  • Location:
  • Salary:
    negotiable
  • Job type:
    Full-Time
  • Posted:
    2 weeks ago
  • Category:
    Administration, Finance, Logistics, Supply Chain and Transportation
  • Deadline:
    December 9, 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.

The United Nations Development Programme works in about 170 countries and territories, helping Governments achieve their own development solutions to achieve the eradication of poverty, and the reduction of inequalities and exclusion.

On October 21, 1974, the United Nations Development Programme and the Government of Barbados entered into an agreement to “support and supplement the national efforts of developing countries at solving the most important problems of their economic development and to promote social progress and better standards of life.”

Subsequently, similar agreements were entered with Governments of the ten countries and territories that the UNDP Multi-Country Office (MCO) for Barbados and the Eastern Caribbean serves: Anguilla, Antigua and Barbuda, Barbados, the British Virgin Islands (BVI), the Commonwealth of Dominica, Grenada, Montserrat, Saint Kitts and Nevis, Saint Lucia, and Saint Vincent and the Grenadines.

UNDP’s work in the region continues to evolve and is now classified under three main pillars (1) Sustainable Solutions, Energy and Climate Change (SSECC) (2) Prevention, Recovery and Resilience (PRR) and (3) Poverty and Governance (P&G).

The three aforementioned pillars of work follow the “Blue Economy for Green Islands approach” that incorporates the deep interlinkages between blue and green while encompassing an entire island system and its maritime waters as one interlinked economic, social and environmental system.

At UNDP in Barbados and the Eastern Caribbean, we follow the Blue Economy for Green Islands approach in order to promote economic diversification, job creation and resilience.

Through funding from the Government of Japan, the ‘Project for Improving National Sargassum Management Capacities in the Caribbean’ aims to support the enhancement of the national capacity for the management of sargassum seaweed by providing five (5) countries in the Caribbean with equipment, expertise, and technical knowledge to collect, remove, transport, and dispose of this reoccurring threat. This will be done through the purchase of sargassum removal and collection machinery which will be complemented and supported further, by relevant gender responsive training and capacity development programmes. The project will also explore scientific monitoring technologies such as UAV (drones) and Geographical Information Systems (GIS) and other spatial mapping tools to evaluate the quantum of sargassum influx. In addition, site-specific sargassum collection and management plans to minimize beach erosion and sea turtle nesting sited will be develop in each of the countries of focus under this initiative. The UNDP MCO for Barbados and the Eastern Caribbean is establishing a Project Unit under the SSECC Cluster for the implementation of the Project described above

Duties and Responsibilities
Support with Project Management and Coordination
  • Provide administrative, financial and logistical support to the Project Analyst in the execution of project management and coordination, monitoring and evaluation, and procurement and contract management
  • Assist in financial management tasks, including preparation of timely requests for financial advances and direct payments, processing approved payments with all supporting documentation
  • Coordinate meetings, workshops, and conferences, including in-person, virtual and hybrid formats. Keep records of meetings for dissemination and file.
  • Establish and implement document control procedures
  • Collect project related information and data
  • Coordinate and provide logistical support for travel, field visits and project-related missions
  • Support the Project Analyst in liaising with the Project Steering Committee (PSC) and country implementing partners, including taking minutes and/or keeping records for PSC and other coordination meetings.
  • Coordinate Project Steering Committee (PSC) meetings, including logistics, document management, and meeting records

Support with Procurement and Contract Management

  • Enter data and information in UNDP corporate software platforms for financial management, procurement, contract management and other project related functions
  • Support the preparation, organization, and distribution as relevant of all project-related documents, inclusive of correspondence, contracts, financial statements, and other documents
  • Set up and maintain all project records and files, including contracts and financial records, in line with existing frameworks and UNDP policies as relevant

Support with Communications, Stakeholder Engagement, and Partnerships

  • Liaise with stakeholders and partners as directed and in alignment with the engagement strategy
  • Maintain records of external communications and information dissemination
  • Assist with the implementation of the project stakeholder engagement and communications strategy(ies)
  • Provide administrative and logistical support to partners and contractors/ consultants as directed and in keeping with agreements among parties

Perform any other duties within the functional profile as assigned and deemed necessary for the efficient functioning of the office.

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
Thematic Area Name Definition
Finance Budget Management
  • Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Finance Financial Planning and Budgeting
  • Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting, forecasting, analyzing and reporting
Finance Financial Reporting and Analysis
  • Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner
Administration and Operations Documents and records management
  • Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Administration and Operations 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.
Required Skills and Experience
Education:
  • Completion of Secondary Education or bachelor’s degree in Business Administration, Management, Accounting Or related/ relevant field

 

Experience:
  • For candidates with Secondary Education, at least six (6) years of relevant professional experience in providing administrative, financial and logistical support
  • For candidates with a bachelor’s degree, at least three (3) years of relevant professional experience in providing administrative, financial, and logistical support
  • Proficient with Microsoft Office Suite
  • Experience in providing administrative, financial and logistical support for project implementation, especially development and/or environmental projects would be an asset
  • Experience working in the UN system would be advantageous
  • Experience with document control, data entry, record keeping and related administrative functions
  • General computer literacy, familiarity with Microsoft Office Suite, experience with accounting software/ financial management systems, and ability to learn new software programmes
  • Experience with planning and organizing events such as workshops and conferences
  • Strong organizational skills and attention to detail
  • Excellent written and oral communications skills
  • Fluency in written and oral English
Disclaimer

All posts in the GS / NPSA categories are subject to local recruitment.  Applicants are required to be in possession of legal authorization to work (e.g., CARICOM Skills National Certificate or work permit) in the duty station at the time of application.  Please also note that such authorization must cover the period of the contract being advertised. 

Applicants are solely responsible for any required travel and/or relocation costs.

Important applicant information
All posts in the NPSA categories are subject to local recruitment. Candidates selected pursuant to this vacancy may be subject to UNDP’s policy on Probation upon assignment.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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.