Project Assistant

Under the direct operational supervision and guidance of the Project Manager and in close collaboration with other personnel, the Project Assistant will work in the UNOPS’ office in Kyiv. S/he will provide administrative support to the Project Team and perform other related functions at the level of authority as delegated by the Project Management Support Specialist, ensuring high quality, accuracy, and consistency of work.

The Project Assistant is responsible for the day-to-day administration of the project systems and functional interfaces concerned and provides services to the Project Team in support of project delivery. He/she is expected to meet and exceed the project’s performance and delivery goals related to the position.

The Project Assistant will get familiar with the project’s initiation documents (PID), Legal Agreement and have a thorough understanding of the terms, conditions, and respective roles and responsibilities of the Project Team, partners, and stakeholders to ensure the project is delivered administratively correctly for UNOPS and the clients. The success of the Project and hence of the Project Assistant will be based on the Success Criteria of UNOPS engagements which are linked to the below responsibilities.

Administrative Management Support

• Assist in project activities with the focus on compliance and following UNOPS Project Management Manual.
• Assist the Project Team on the project implementation and provide general administration support, including drafting of letters and other project documentation
• Assist the Project Team in the overall financial administration of the project in line with UNOPS policies and regulations.
• Support the Project Team in preparing all project-related documentation, as directed.
• Ensure record keeping of project-related activities, archiving, distribution, and circulation of working documents, arrange and prepare minutes of project-related meetings.
• Support in the travel arrangements of project personnel, prepare and review travel authorizations, documentation, and process travel payments.

Procurement and Logistics Support

• Support procurement processes, including drafting of specifications, selecting and implementing the appropriate solicitation method, and preparing procurement-related documentation to attract required technical expertise for specifications’ development and evaluation processes.
• Routinely follow up on procurement activities, monitoring delivery schedules, making correction actions, if required, on behalf of the supervisor and inform the supervisor of the status.
• Maintain routine correspondence with vendors/suppliers, beneficiaries/recipients, and appropriate filing of delivery and receipt of consignments according to the delivery schedule, including obtaining delivery reports. Arrange and participate, if necessary, in inspections of delivered goods.
• Arrange and monitor transportation and logistics of goods as required for the project.
• Process invoices for the delivered goods and services, ensuring accuracy and completeness of documentation, and follow up with clients and vendors/suppliers on timely payments.
• Assist in the drafting of financial reports for donors and beneficiary Government counterparts. Draft reports, tables, charts, and related documents by applying technical skills and knowledge in formatting documents and presentations.
• Investigate and resolve post-order problems, if any, and prepare progress reports on procurement matters.
• Collaborate with the UNOPS Ukraine Procurement unit and other UNOPS Ukraine Offices to solve payments-related problems.
• Establish and maintain working files on procurement activity; prepare letters, memoranda, emails, and other correspondence; monitor progress and liaise with vendors during the entire procurement cycle.
• Collect and record the data on vendors’ performance and assist the vendor performance assessments.
• Ensure that all supporting documents are available for audit and for review purposes.

Knowledge Building and Knowledge Sharing

• Assist and/or participate in training sessions for the project personnel on administration, procurement, logistics, and project operational matters.
• Participate in and provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learned and disseminating best practices in administration, procurement and logistics support.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively for efficiency gains

Education/Experience/Language requirements

Education 

• Secondary education is required.
• Bachelor Degree in Economics, Accounting, Logistics, or other related fields is desirable and may substitute for some of the required years of experience
• A Master’s Degree in Business Administration or a related field is considered an asset and/or industry certification and may substitute for some of the required years of experience.

Work Experience 

• Four (4) years of relevant experience in general administrative OR project implementation OR procurement, OR operations support services in national and/or international public or corporate organizations is required.
• Experience working in a project-based environment is required.
• Proficiency in computers and office software packages and experience in handling web-based management systems is required.
• Familiarity with UN system organizations is desirable.
• Experience in the use of Enterprise systems is desirable.

Language Requirements

• Fluency in Ukrainian and English is required.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=28050#3