Background

The United Nations Development Programme (UNDP) works in about 170 countries and territories, helping to eradicate poverty, reduce inequalities and exclusion, and build resilience so that countries can sustain progress. As the United Nations’ development agency, UNDP plays a critical role in helping countries achieve the Sustainable Development Goals (SDGs).

In Ukraine, UNDP operates in five programmatic areas of support: government capacities for crisis response and management; sustaining provision of public services; emergency works facilitating return and reconstruction; incomes, livelihoods and the private sector response; and civil society and maintenance of the social fabric.

The war in Ukraine has resulted in significant loss of life; unprecedented displacement, internally and towards neighbouring countries; and devastating destruction of infrastructure. Currently, more than 50% of the energy infrastructure is damaged, causing a massive disruption of the energy supply nationwide, with millions of people experiencing power outages and challenges in heating. Eighteen years of socio-economic achievements in Ukraine are at risk. UNDP’s core engagement is to preserve development gains as fully as possible, and to return Ukraine to pathways towards achieving the SDGs as quickly as possible.

UNDP launched its Resilience Building and Recovery (RBR) framework for Ukraine on 11 April 2022 to immediately respond to the development and humanitarian challenges. The overall objective is to preserve development gains in Ukraine, mitigating risks of descent into a governance and service delivery crisis, embedding activities for recovery from the onset of the humanitarian effort, and facilitating a swift return to development pathways and processes for national attainment of the SDGs.

UNDP will provide technical assistance on expert support to ensure the highest quality level of procurement process, finance, engineering and anti-corruption monitoring of the Project implementation.

In this context, UNDP Ukraine invites applications from highly qualified and experienced professionals for the post of Coordination Officer who will be responsible for the coordination of Project activities, as well as maintaining administrative, financial and logistical oversight.

Duties and Responsibilities

The incumbent is expected to perform the following tasks:

I.   Provide general Project support:
•    Ensure implementation of respective activities of the Project and delivery of results responding to the needs and experiences of women and men in accordance with the project document, work plans and other joint agreements between the EIB and UNDP;
•    Contribute to preparation of annual, quarterly, and detailed implementation work plans, and other related documents for timely commencement and implementation of the component activities.

II.   Ensure effective administrative support:
•    Ensure the effective maintenance of administrative functions for the implementation of the project activities, including personnel matters, attendance records, organizing missions, office maintenance, reception/registry;
•    Assure smooth operational running of the project by following established operational rules and procedures, including preparation of the supporting documentation for contracts and payments;
•    Organize the project meetings, round tables, conferences, other public and communicational activities’ preparation, implementation and follow up, take meeting minutes;
•    Contribute to the data collection, analysis and maintenance of project related database and files; keep accurate electronic and paper filing, information and records systems;
•    Provide logistical support, including travel arrangements, accommodation, visas, tickets, etc. to the project personnel;
•    Ensure that travel arrangements and authorizations, mission requests, passport and all other matters related to travel of national project personnel inside and outside Ukraine are properly and timely authorized and processed;
•    Contribute to the project monitoring, evaluation and audit missions, as well as missions of experts;
•    Keep updated inventory records and assure that UNDP regulations on the equipment use, storage and proper maintenance are adhered. Assure that the equipment transfer/disposal is being done in accordance with UNDP rules;
•    Contribute to the preparation of reports, including progress and annual reports, as well as ad-hoc technical reports;
•    Liaise with UNDP Ukraine CO on a variety of the operations related issues: procurement, financial management and human resources;
•    Ensure programme documents translation and interpretation as needed;
•    Acquisition and distribution of project stationery, office supplies, office equipment and furniture when needed;
•    Participate in the trainings for the operations/projects staff on administrative and financial procedures;
•    Handle project telephone enquiries and correspondence;
•    Contribute to the collection, analysis and interpretation of data in the field of TA (technical assistance) implementation.

III.   Provide support to the Project financial operational activities:
•    Provide day-to-day management of the project financial operations in accordance with UNDP rules and regulations and relevant SOPs;
•    Prepare and monitor operations budget, elaborate project budget and maintain necessary budgetary controls and records;
•    Contribute to the project annual and quarter work-plans preparation, progress report preparation and reporting, based on the requirements of the UNDP and project donors;
•    Prepare project financial reports as per UNDP and donor’s requirements;
•    Monitor expenditures and prepare financial forecasts;
•    Ensure timely submission documents for payments to personnel, subcontractors and service providers in accordance with established payment schedules and within the limits of the project budget;
•    Contribute to project audit, monitoring and evaluation;
•    Prepare accurate budget revisions;
•    Prepare requests for financial authorization to UNDP Ukraine CO in accordance with the approved project budget;
•    Coordinate with the UNDP Procurement Team in the procurement of supplies, including requisition, request for quotation, costing for services, machinery, necessities, and any required materials for the project;
•    Create requisitions in Quantum for development projects and register goods receipt in Quantum;
•    Prepare non-PO vouchers for the project and payrolls for salaries and other benefits due to project staff;
•    Ensure timely corrective actions on purchase orders with budget check errors, un-posted or unmatched vouchers and other problems;
•    Certify expenditures for approval of payments and monitor/control budget expenditures and approved allotments;
•    Ensure the proper closing of accounts at the end of each financial year and the preparation of all financial reports required in accordance with established UNDP financial rules and regulations;
•    Coordinate and act as focal point for issues relating to finance and administration within the project;
•    Closely liaise with UNDP Ukraine Financial unit, Administrative and HR Units to ensure proper coordination of actions and activities related to finance.

IV.   Facilitate Project communications:
•    Review press and publications for articles of interest to project and circulate them to project personnel;
•    Contribute to the preparation of public events such as roundtable discussions, press conferences, briefing sessions, interviews;
•    Contribute to UN information campaigns, media workshops, press briefings, report launches, etc.;
•    Review of translations, contacts with printers and other suppliers to ensure production quality and timely production of communication materials;
•    Liaise with communication personnel of other UNDP projects;
•    Work closely with country office communications and programme personnel to communicate success stories and results.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

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 and Technical competencies
Thematic Area	Name	Definition
Business Management	Operations Management	Ability to effective plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms.
Procurement Management	Procurement Management	Ability to acquire goods, services or works from an outside external source.
General (across the functions)	General (across the functions)	Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP’s overall brand and mandate.
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	Travel policy and procedures	Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel; related matters.
Administration & Operations	Vehicle management	Knowledge of policy & procedures on fleet management.
Finance	Budget management	Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Required Skills and Experience

           Education:

• Advanced university degree (Master’s Degree or equivalent) in Business Administration, Management, Economics, Finance, Humanities or Social Sciences, Development Studies or other relevant field is required.
• A first-level university degree (Bachelor’s degree) in the areas mentioned above in combination with additional 2 years of qualifying experience will be given due consideration in lieu of Master’s degree.

Experience:

• Relevant experience at national or international level in administration, finance, communications, programme support service, or other relevant fields would be an asset.
• Alternatively, if in possession of Bachelor’s degree, minimum 2 years of such relevant work experience is required.
• Experience in the usage of computers and office software packages (Word, Excel, etc.), experience in handling of web-based management systems.
• Prior experience with a UN Agency, International Organization or in projects financed by international donors in the field of operations (e.g., administration, budgeting, logistics) shall be considered a strong asset.
• Experience working with Quantum or other Enterprise resource planning systems and SharePoint shall be considered an advantage.
• Experience in UNDP business processes (procurement, financial and project closure) shall be considered an asset.
• Experience in performing administrative tasks and managerial functions is desirable.
• Experience in facilitating procurement processes shall be considered an advantage.Language Requirements:
• Fluency in English is required.
• Fluency in Ukrainian is required for local staff.

Disclaimer
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.

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