Project Associate

UNDP is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life. UNDP is on the ground in about 170 countries and territories, working with national counterparts on solutions to global and national development challenges.

UNDP is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks. UNDP is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @undp.

UNDP is a long-term development partner of the Maldives for over 45 years. In the Upper Middle-Income Country context, UNDP country office in Maldives provides technical assistance, policy and technical advisory services to the Government of Maldives in their efforts towards achieving the Sustainable Development Goals (SDG); in partnership with development partners, financial institutions, private sector and civil society. In Maldives, UNDP’s programme priorities and partnerships are defined and operationalized through the Country Programme between Government of Maldives and UNDP to support and contribute to the development priorities and results envisioned in the 5-year Strategic Action Plan. Maldives is currently in the process of formulating its Strategic Action Plan with UNDP support following the change of government in 2023.

In the current Country Programme cycle 2022 – 2026 (https://www.undp.org/sites/g/files/zskgke326/files/2022- 07/CPD%20Maldives.pdf), UNDP has significantly shifted its programme offer to Maldives around 3 pillars supported by a diverse funding base from government finance, bilateral and multilateral donors, blended and innovative finance, etc.: (i) Integrated Governance Programme focusing on justice sector reform, decentralization and local governance with youth, gender and people with disabilities’ participation; (ii) resilience and climate actions, (iii) SDG finance and fiscal spacing, to enable Maldives to achieve sustainable development by eradicating inequality and poverty in all its forms and dimensions, accelerating structural transformations for sustainable development and building resilience to crises and shock.

UNDP Maldives’ Governance Programme described herein aims to create an enabling environment for citizens’ engagement in a decentralized manner, by harnessing the power of citizen-led open democracy, digital transformation and anticipatory governance, while enhancing independence, transparency, and accountability of the governance and justice system, will lead to democratic, sustainable, and meaningful human development for the people of Maldives. The programme, and it’s projects, aims to achieve this through three broad thematic areas.

Open, decentralised, and gender-responsive governance systems.

Equitable access to justice and human rights.

Empowered, cohesive and resilient communities.

UNDP is looking for individuals who have administrative and implementation capacities that can provide administrative, planning and implementation support to deliver project results. We are looking for people who are enthusiastic, motivated, and committed to making a positive contribution to development in the Maldives.

Under the guidance and supervision from the Assistant Resident Representative, Governance the Project Associate provides administrative and implementation support services to the Governance portfolio of UNDP Maldives, ensuring high quality, accuracy and consistency of work in implementing procurement, recruitment, financial and other administrative tasks required for effective and timely implementation of the project outputs and activities. The Project Associate adopts a client-oriented approach consistent with UNDP policies, rules and regulations. The incumbent works in close collaboration with the programme and operations staff of the UNDP Country Office in the Maldives and liaise with UNDP Regional Bureau and UNDP HQ for consistent service delivery and administrative practices.

Duties and Responsibilities

• Under the guidance and supervision of the Assistant Resident Representative, the Project Associate provides ongoing project and administrative assistance and support to the projects under the Governance Programme performing a variety of standard administrative processes ensuring high quality and accuracy of work.
• The Project Associate works in collaboration with the Operations, Programme and Project staff in the CO, Government counterparts, and project stakeholders, to exchange information and ensure consistent services delivery.
• Under the overall guidance and direct supervision of the Assistant Resident Representative the Project Associate
• will ensure effective and timely delivery of the following key functions.

Summary of Key Functions:

• Support effective project design, planning and implementation for the achievement of projects’ results.
• Support effective project administration, financial and procurement management for the achievement of projects’ results.
• Support effective project monitoring, evaluation and reporting for the achievement of projects’ results.
• Support effective partnership and resource mobilization focusing on the achievement of projects’ results.
• Support knowledge building and knowledge sharing relevant to the assigned project(s).

Support to effective project design, planning and implementation for the achievement of projects’ results

• Support data collection, basic research and analysis for new project design and development.
• Compile and summarize information and data for the formulation of project document, project multi-year and annual work plans in collaboration with the Management and Oversight Unit, and Finance Unit, draft annual/quarterly budgets, proposals on implementation arrangements, and on other specific project related topics or issues.
• Provide comprehensive support in all aspects of project implementation in accordance with the project documents, annual work plans and other agreements between UNDP and implementing / responsible partners.
• Ensure compliance of project management cycle processes with UNDP Programme and Operations Policies and Procedures (POPP) and UNDP Standard Operating Procedures (SOP). When necessary, provide guidance to implementing / responsible partners and project staff on project management processes, administrative and other requirements and procedures.
• Prepare and circulate project reports, correspondence, fax, memorandum, etc.
• Review project documents for completeness and compliance with UNDP POPP and identify inconsistencies for referral to supervisor.
• Perform checks on the deliverables by consultants / experts, beneficiaries, and contracted companies; and communicate findings to the supervisor.
• Support mainstreaming gender equality in the project implementation, including data collection and compilation. Prepare gender equality background materials for use in discussions, briefings, and correspondence.
• Provide administrative and logistical support to ensure successful project delivery that includes organizing/coordinating project events and selecting appropriate venues, coordinating project procurement procedures, maintaining project records and files, recruiting project team members, and supporting contracting activities.

Support effective project financial and procurement management for the achievement of projects’ results.

• Perform checks for compliance, process, complete and keep track of all projects’ financial transactions including forms and supporting documents from the Implementing and Responsible Partners.
• Maintain internal expenditures control system including timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers and ensure that vouchers processed are matched and completed, transactions are correctly recorded and posted in Enterprise Resource Planning (ERP) system.
• Prepare projects’ procurement plans in consultation with Project Manager, UNDP Country Office (CO) Procurement Unit, and implementing / responsible partners.
• Prepare relevant documents for procurement process (TOR / technical specifications, Request for Proposals, Request for Quotation, Contracts, Request for Payments, Invitation to Bid etc.) in consultation with Project Manager and Programme Officer ensuring that all supporting documents are in accordance with UNDP procurement requirements.
• Coordinate and support the procurement process in full compliance with UNDP procurement policies and procedures ensuring transparent, independent, and competitive processes in close collaboration with the Procurement Unit.
• Monitor and track contracts for goods and services awarded under the projects to ensure timely delivery of outputs and deliverables in collaboration with the CO Procurement Unit, and update Project Manager and Programme Officer. This includes proper receipt of goods and services in the ERP system.
• Coordinate and arrange appointments / meetings / events including preparation of agenda and relevant documents and materials, coordination with vendors / suppliers, contacts with visitors, partners, stakeholders and project personnel;
• Coordinate, arrange and execute logistical requirements including officer travel and missions related to the projects, and process in UNDP ERP system for successful organization and conduct of activities and/or events.
• Create, file and maintain project financial and procurement records / documents / files / knowledge products in both electronic and hard copies for knowledge management and audit purposes.
• Support CO Communication Unit to arrange for media involvement, press conferences & press releases and proper organization of planned events for the projects.

Provide support to the effective project monitoring, evaluation and reporting, and risk management for the achievement of projects’ results.

• Support the preparation of annual projects’ monitoring and evaluation plan(s) in consultation with supervisor.
• Support the implementation of project monitoring, evaluation and reporting plans in alignment with the projects’ monitoring and evaluation framework to ensure effective project risk management, results-based reporting, preparation of high-quality project reports, knowledge generation and information sharing.
• Collect and analyze project data and present the information for the purpose of monitoring and evaluation of project(s)’ results against project(s)’ targets and for learning purposes. Identify gaps in implementation and provide support in bridging those gaps in consultation with supervisor and partners.
• Support in the organization and conduct of monitoring visits to the projects’ sites, quality assurance activities and audits.
• Support in implementing effective risk management for the projects and monitoring of identified and emerging risks with a well-documented risk mitigation plan in place.
• Support Prepare and consolidate required project reports on a timely basis and in line with monitoring and reporting guidelines and donor requirements.
• Support to the timely operational and financial closure of projects in coordination with responsible programme and operations teams.

Provide support to effective partnerships and resource mobilization focusing on the achievement of projects’ results.

• Support the establishment, updating and maintenance of contacts and cooperation with the relevant UN Agencies, government institutions, NGOs, academic institutions, donors, partners, and other relevant stakeholders, who play a role in the project management and/or contribute to the project implementation.
• Ensure regular communication and coordination with partners, project counterparts, stakeholders, and beneficiaries; and develop and maintain effective mechanisms for integrating and responding to their feedback and insight.
• Support creation of high-quality information and visibility of the project activities among the stakeholders; and ensure careful selection of communication tools and tailoring the messages to take into account the overall socio-political and development context in host countries.
• Undertake horizon scanning and explore opportunities for resource mobilization in consultation with direct supervisor.

Support knowledge building, knowledge sharing and capacity building relevant to the assigned project.

• Participate in training and organize briefings on internal procedures for the project staff. Provide support to other capacity building activities, including the design and delivery of tools, materials for workshops, or platforms that tap into the collective intelligence of communities and mobilize action.
• Provide support in the dissemination and sharing of relevant data and lessons learned within the CO and regionally. Keep pulse on emerging best practices nationally, regionally, and internationally that relate to the work of the assigned project.
• Make sound contributions to knowledge networks and communities of practice. Support compiling and systematizing project knowledge, products and tools and their wide distribution to partners.

Required Skills and Experience

Education:

• Secondary education is required.
• University Degree (Bachelor´s degree) in Business Administration, Public Administration, Project Management, or equivalent field will be given due consideration but is not a requirement.

Experience:

• A minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of progressively responsible administrative or project experience is required.
• Experience and knowledge of UNDP and/or Government of Maldives administrative and procurement rules and procedures would be an asset.
• Relevant experience in administration or programme support service is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in handling web-based management systems such as UNDP ERP, Quantum and SharePoint an asset.
• Experience working with the project’s stakeholder institutions and agencies is an asset.
• Experience in preparation of financial reports and overviews is required.
• Knowledge of monitoring and evaluation tools
• Knowledge of project management processes
• Knowledge of procurement procedures of national / international organisation.
• Experience in working in the development sector (national and/or international) and UN agencies is desirable.
• Good networking abilities and partnership development

Required languages: 

• Fluency in English and Dhivehi is required.
• Working knowledge of other UN language desirable.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/21728