Project Assistant (pool recruitment)

1. 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. 

2. 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.

3. 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