State Project Associate

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Description

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Job Purpose and Scope of Work 

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. 

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. 

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

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

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/19404

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