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UNDP - United Nations Development Programme
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UNDP in Cyprus works to support the ongoing peace and confidence building process between the communities of Cyprus. Since 2001, the UNDP programme in Cyprus has been delivering mainly EU funded interventions, to support Greek Cypriots and Turkish Cypriots, encouraging dialogue and cooperation, and supporting the development of environmental, economic and social infrastructure on the island.
As such UNDP in Cyprus provides a diverse package of programmatic services to a range of partners which contribute to building a conducive environment for the peace process. In particular, the implementation of confidence building measures contributes to the building of trust between the two communities while demonstrating to the public at large that the communities can work together on critical issues that are of importance to all inhabitants of Cyprus across three focus areas:
– Empowering communities to protect cultural heritage
– Strengthening inter-communal mechanisms
– Improving environmental, social and economic infrastructure
Under the general guidance and direct supervision of the Project Analyst, The Project Assistant works for the support to project(s) assigned with matrix reporting line in close collaboration with the operations, programme / projects’ staff in the office to exchange information and ensure consistent service delivery. The Project Assistant provides services ensuring high quality, accuracy and consistency of work. The Project Assistant promotes a client-oriented approach consistent with UNDP rules and regulations.
Summary of Key Functions:
- Administrative support to the project management;
- Facilitation of knowledge building and knowledge sharing.
Impact of Results:
The key results have an impact on the efficiency of the unit and delivery of the project.
- Administrative support to the project management;
- Provides administrative support to the project manager in management, procurement, human resources and financial topics;
- Support to resource mobilization and follow-up of progress;
- Screening of incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible;
- Provides support to the project manager by organizing the meetings and missions; takes and follows up on the minutes;
- Support in communication with external parties such as implementing partners, government offices, donors, and authorities;
- Provides support on operational requests, follow up on deadlines and actions to be taken;
- Assist in preparation of project proposals, closures and reports;
- Support in management of contracts, monitoring contractual milestones and contract balance, informing relevant parties for required follow up actions;
- Supports the coordination of the recruitment processes, and follow up with the induction checklist;
- Collects and compiles, on a monthly basis, the list of the activities, expenditures and results achieved during the previous month as compared to the work plan, and submits monthly expenditure reports and other related documents;
- Review of project payment request, obtain certification for receipt of service/good/work and fill required form and information for the approval of the project manager;
- Support in the request of Purchase Orders for the contracts signed;
- Provides support to the project manager in the update of projects in UNDP software, preparation of required budget revisions, revision of project award, project status and risk register;
- Creation of requisitions in UNDP software, budget check register of receipts;
- Assists in the preparation of terms of reference / specifications for the services, goods and works requested by the project;
- Interact with vendors to exchange information on services, local shopping, tenders, quotations and payments;
- Support in the preparation of the procurement plan;
- Participation to tender evaluation and selection panels if appointed;
- Support in maintaining asset and inventory records including period disposals;
- Support in the organization of assurance activities including audits and spot checks to implementing partners / responsible parties;
- Adherence to appropriate protocol and correspondence guidelines by office team when communicating with authorities and other external partners;
- Maintenance of the filing system ensuring safekeeping of confidential materials;
- Provides support to maintenance of contacts with the stakeholders and project files;
- Contributes to paperless office and archiving;
- Perform any other tasks assigned by the supervisor.
2. Facilitation of knowledge building and knowledge sharing.
- Participation in the trainings for the operations/ projects staff on programme;
- Synthesis of lessons learnt and best practices in project;
- Contribution to knowledge networks and communities of practice;
- Communicate training material with project personnel / team and keep track of training progress;
- Works with team members on new initiatives and existing processes to support her/his learning and building necessary skills and 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 (insert up to 7 competencies)
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- Secondary education is required, or
- University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
- Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of progressively responsible administrative or project experience is required
Required Skills:
- Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages.
Desired Skills:
- Experience of working with UN or any other international organization in a administrative position is an asset.
- Knowledge of project management processes
- Knowledge of web-based management systems is an asset.
- Knowledge of procurement procedures of national / international organizations
- Experience working in bi communal / Multi national projects is an asset.
Required Languages:
- Fluency in English is required.
- Fluency in Greek is required.
Other:
- Nationals or permanent residents in Cyprus are eligible.
- Valid driving license is required for the use of office cars for the official purposes
- Women candidates and people with disabilities are encouraged to apply.
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