Project Associate

United Nations Development Programme (UNDP) Nepal works with the Nepalese people and Government of Nepal, and other development partners to pursue equitable and sustainable human development goals to promote inclusive and resilient economic growth; improve the coherence and quality of governance across the three tiers of government and advance resilient and sustainable systems for use of natural resources through public policies, strong institutions and active community participation. Additionally, Special attention will be paid to: (a) supporting national reforms and upholding the values of justice, human rights, equity and transparency; (b) promoting gender equality and social inclusion by supporting the strengthening and implementation of legislative and institutional frameworks related to international commitments; and (c) ensuring that the rights to economic and social security and potential of all marginalized groups are realized.
 

In parallel to the roll-out of its new Country Programme, 2023-27, UNDP Nepal is moving towards strategically repositioning UNDP’s contributions in support of the Sustainable Development Goals and collaboration with national development partners. Meanwhile, Nepal’s GNI continues to grow, making graduation from LDC status a scenario for which UNDP needs to begin planning and adapting to different models of development cooperation.
 

The Project Associate will be selected and placed in the UNDP roster for any future requirement for similar functions and in same grade. The duty station of the selected candidate can be anywhere in Nepal, as assigned by the project. The placement in roster is valid for 36 months from the finalization of recruitment date.
 

a)   Support the project team to ensure effective project planning, management and implementation as per the workplan
b)   Support partnerships and resource mobilization
c)   Provide support to the effective monitoring, evaluation, and reporting on progress of project implementation
d)   Support knowledge building, knowledge sharing and capacity building relevant to the assigned project
 

Key duties and responsibilities:

•   Support in the implementation of project activities as per the project workplan;
•   Assist in the formulation of the annual and quarterly project work plans including human resource (HR) and procurement plans;
•   Support the timely and effective implementation of HR and procurement plans by preparing all necessary documents as per UNDP rules and regulations;
•   Undertake quality assurance of programme procurement, i.e. technical bids, financial bids, proposals and contracts;
•   Handle petty cash and reimbursement of petty cash bills from Programme Management;
•   Be responsible to maintain all financial transactions by keeping proper accounts, invoices of the regular expenditures;
•   Provide budget revisions as and when required and assist in preparing quarterly financial reports; 
•   Provide support to monitor budget expenditures as per approved budget, as well as progress monitoring of work plan implementation and result achievement and progress reporting ;  
•   Support in audit exercise commissioned by UNDP;
•   Draft internal and external correspondence especially related to procurement, recruitment, resource mobilization, partnership building, etc.;
•   Organize workshops, seminars, trainings, and other events, including arrangement for venues, logistics, transportation and documentation of events; 
•   Support in planning and coordination for the other programme activities;
•   Arrange external and internal meetings (including meetings between government and development partners) with government, non-government, UN agencies, development partners and other potential partners and stakeholders, and maintain minutes of all programme related meetings;
•   Provide logistical support in organizing Project Board meetings and ensure all programme related materials are properly documented and easily accessible in preparation for meetings; 
•   Maintain a filing system/archiving for the programme to ensure all programme related materials are properly documented and easily accessible; 
•   Make travel arrangements for the Programme Team, including travel requisitions and claims;
•   Assist in maintaining contracts issued to third party to conduct research, studies and dialogues; 
•   Undertake other financial and administrative tasks assigned by the supervisor; and 
•   Assist in ensuring gender and inclusion issues in managing events and preparing reports where ever possible.

Gender and Social Inclusion (GESI) 
•   Ensure GESI is mainstreamed in the budget, AWP, procurement and HR plans, and all other administrative work to be undertaken by the project;
•   Conduct analysis of project activities from a gender and social inclusion perspective under the guidance of the project manager and Gender and Social Inclusion Advisor; •   Fully comply with UNDP’s GESI policy and zero tolerance for sexual and gender based violence; 
•   Create a safe working environment by developing respectful and safe organizational culture and supporting practices;
•   Collaborate with team members, programme partners, and sub-grantees to ensure safe implementation of programmes at the community level applying Do No Harm approach.

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

• 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 

• Business Direction and Strategy
  Effective Decision Making
  •   Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
• Business Management
  Resource Management
  •   Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity
• Administration & Operations
  Documents and records management
  •   Overall document (hard or electronic) management; registry and retention policy including storing and archiving
• Administration & Operations
  Asset Management Focal Point
  •   Maintaining proper records of issuance and return of office equipment to personnel both asset and non-asset items including disposal, transfer, etc.
• Administration & Operations
  Vehicle Management
  •   Support office in managing its fleet
• Administration & Operations
  Events Management (including retreats, trainings and meetings)
  •   Support office with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc
• 2030 Agenda: People
  Gender
  •   Gender Mainstreaming
• 2030 Agenda: Peace
  Governance
  •   Inclusion and Participation
  

Minimum Academic Education    
•   Completion of Secondary education is required 
•   A university degree in Management, Finance, Accounting, Administration, or any other relevant areas will be given due consideration, but it is not a requirement.

Minimum years of relevant Work experience    
•   A minimum of 6 years (with high school diploma) or 3 years (with a bachelor’s degree) of relevant progressively responsible administrative/management or project experience is required at the national and/or international level.  

Required skills and competencies    
•   Knowledge of UNDP’s project planning, project finance, and project management procedures will be a strong asset.
•   Knowledge of and familiarity with the UNDP project operations would be an added advantage;  
•   Experience in administration and management of projects and development programme.
•   Experience in events management, including logistic and travel managements and facilitating coordination with stakeholders /government officials and project staff 
•   Ability to review and edit documents, ability to produce meeting reports identifying key actions. 
•   Operating knowledge of Quantum would be an added advantage; 
•   Excellent knowledge of computer including MS Office (Word, Excel and Power Point etc), database packages, and web-based management systems such as ERP; 
•   Experience of working with provincial and local governments will be an advantage 
•   Women candidates and candidates from marginalized group will be given preference

Required Language(s) (at working level)    
•   Excellent written and oral communication skills in English and Nepali