Project Associate, NPSA-6, DS-Kyiv, National position

The Project Associate supports the implementation of the Ukrainian Public Building Energy Efficiency (UPBEE) programme by assisting in project coordination, monitoring, administrative and logistical support, partner communication, and knowledge sharing. The role involves supporting project activities, ensuring compliance with UNDP policies, and facilitating capacity building and knowledge dissemination.

Responsibilities

• Assist in the coordination, and implementation of selected activities/components within different projects.
• Provide comprehensive support to projects’ monitoring and evaluation activities, assist in data collection, and keep updated relevant databases, contact lists, etc.
• Assist in the preparation of regular updates and reports on projects’ progress, implementing issues, emerging risks/problems, and proposals for necessary remedial actions.
• Participate in various project activities (meetings, round tables, conferences, other public activities) as requested by the supervisor.
• Assist in the organization of online and offline events of the projects, and other communication activities.
• Ensure full compliance of activities with UNDP rules/regulations, and policies/procedures.
• Support in the organization and coordination of meetings, training sessions, workshops, conferences, and project events, as well as prepare reports and meeting minutes as required.
• Assist in managing project finances, and processing invoices for project related goods and services.
• Assist in preparing project budget and maintaining necessary budgetary controls and records.
• Assist in managing procurement processes, and provide inputs for request for quotations/proposals as well as for the projects’ procurement plans.
• Prepare tenders’ documentations and small procurements (canvassing) under the guidance from the Procurement Analyst.
• Assist in the procurement processes including vendor creation, e-requisitions, etc.
• Assist in drafting terms of references for consultants and contractors as required, and provide support to the recruitment of short-term consultants in line with UNDP rules and regulations.
• Assist the project teams, experts, and consultants with travel and logistics matters.
• Coordinate and organize trainings, field visits, missions, and conferences as needed.
• Keep accurate electronic and paper filing, information, and records systems.
• Assist in maintaining cooperation and communication with projects’ partners and beneficiaries on the implementation of the agreed activities, especially for the events, trainings, and workshops that will be conducted.
• Maintain the contact database related to partners and beneficiaries, assist in sharing information, and following up on partnership related issues as assigned by the supervisor.
• Prepare official correspondences for national and international partners.
• Participate in training and organize briefings on internal procedures for the project staff.
• Provide support to other capacity building activities, including to the design and delivery of tools, materials for workshops, or platforms that tap into the collective intelligence of communities and mobilize action.
• Provide support in the dissemination and sharing of relevant data and lessons learned within the CO and regionally.
• Keep pulse on emerging best practices nationally, regionally, and internationally that relate to the work of the assigned project.
• Make sound contributions to knowledge networks and communities of practice.
• Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners.
• Perform other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Requirements

• Secondary Education is required.
• University degree (Bachelor’s degree) in Business Administration, Management, Economics, Human Resources, Finance, Accounting, Social Sciences, or other related fields will be given due consideration, but is not a requirement.
• Minimum six (6) years (with secondary education) or three (3) years (with bachelor’s degree) of working experience in the field of Programme/ project support or other related fields.
• Proficiency in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience with UN/UNDP or International organizations or Development organizations is desired.
• Experience in organizing events (online and/or offline, including retreats, trainings, meetings etc.) is an asset.
• Experience in performing administrative tasks (organizing duty travel, financial reporting, formal correspondence) is desired.
• Experience in facilitating procurement processes is desired.
• Experience with ERP systems (e.g. Quantum) is a desired skill.
• Fluency in English is required.
• Fluency in Ukrainian is required for local personnel.

Skills

• Programme Support
• Project Support
• Event Organization
• Administrative Tasks
• Duty Travel Coordination
• Financial Reporting
• Formal Correspondence
• Procurement Procedures
• ERP Systems
• QUANTUM
• Office Applications
• MS Word
• Excel
• Project Coordination
• Monitoring
• Partner Communication
• Knowledge Sharing
• Capacity Building
• UNDP Policy Compliance

Languages

English, Ukrainian