Project Operations Associate

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Description

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The Kyrgyz Republic is highly committed to achieving the 2030 Agenda and integrating the Sustainable Development Goals (SDGs) into the country’s national development efforts. The SDGs have been reflected in the national development framework through gap analysis and priority-setting undertaken in the 2040 National Development Strategy of the Kyrgyz Republic (NDS), the mid-term National Development Programme of the Kyrgyz Republic (2021–2026) (NDP), and through various programmes and strategies on healthcare, education, gender, youth, green economy, digitalization, regional development, and other sectors. The combined impact of COVID-19 pandemic, international economic decline, domestic instability, and regional conflict have taken a toll on people’s resilience in recent years in Kyrgyzstan pushing back the progress towards achieving SDGs and realization of 2030 Agenda and posing increasingly complex development challenges to economic and political stability, governance, environmental stability, social inclusion, gender equality, and beyond.

Following its Country Programme Document (CPD) for the Kyrgyz Republic for 2023-2027, UNDP supports the Kyrgyz Republic in moving towards a low-carbon, risk-informed and resilient development, sustaining and protecting healthy ecosystems to implement international climate action commitments. Strengthening access to justice, the rule of law, and promoting human rights are cornerstones of UNDP’s mandate to achieve sustainable human development and eradicate extreme poverty. Through its work in these areas, UNDP contributes to building peace and democratic governance across various development contexts.

UNDP in the Kyrgyz Republic  is looking to bring on board the Projects Operations Associate  to provide administrative support to the design and implementation of the programme. Under the guidance and supervision of Projects Coordinators, the Projects Operations Associate provides administrative/project/ finance/ procurement services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Projects Operations Associate promotes a client, quality and results-oriented approach.

The Projects Operations Associate works in close collaboration with the Operations and Programme Units in the CO and project personnel to ensure consistent service delivery.

Duties and Responsibilities

• Summary of Key Functions:
• Implementation of operational strategies
• Provision of administrative, finance, HR and logistical support
• Provision of support to office maintenance and assets management
• Support to knowledge building and knowledge sharing

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative and HR activities with UNDP rules, regulations, policies and strategies. 
• Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies
• Provision of inputs to preparation of workplans.

Provides project, administrative, finance, HR and logistical support, focusing on achievement of the following results:

• Interpretation and implementation of procedures and rules related to administrative, procurement, financial and personnel matters and ensure their compliance.
• Administrative support to organization of conferences, workshops, retreats, study tours, etc.
• Arrangement of travel and hotel reservations, preparation of travel  requests for meetings’ partipipants.
• Organization of meetings with projects partners, minutes taking, participating in monitoring travels when needed. 
• Preparation and handling the routine correspondence (faxes, memoranda and reports) related to project implementation, general administration, procurement, financial and personnel matters. 
• Support in certifying availability of funds and ensuring that the activities are in line with the approved workplan and budget levels. 
• Provision of information for reports on financial status, procedures, exchange rates, costs and expenditures and potential funding problems.
• Assistance in proper control of the supporting documents for payments and financial reports for the Programme/Project; payment execution and monitoring payment status. 
• Preparation of budget revisions per established rules when required.  
• Processing of financial documentation (payments, supporting documents, etc.) and maintaining internal expenditures control system by ensuring that payments processed are matched and completed, transactions are correctly recorded and posted in ERP; travel claims and other entitlements are duly processed. 
• Support in timely extension of personnel contracts, submit required HR forms/documents to HR unit.
• Maintenance of files related to personnel, finance, procurement, administrative, logistical, programme/project matters. 
• Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans.
• Assistance to the Audit and prepare necessary documents
• Monitoring the Inventory Records, maintain the records and files on assets management, distribute the stationery to personnel and provide advice on procurement of goods to avoid unnecessary purchase.
• Maintenance of files and records relevant to office maintenance.

Provides support to office maintenance and assets management, focusing on achievement of the following results: 

• Monitoring the Inventory Records, maintain the records and files on assets management, distribute the stationery to personnel and provide advice on procurement of goods to avoid unnecessary purchase. 
• Maintenance of files and records relevant to office maintenance. 

Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on administration, finance and HR. 
• Briefing personnel on general administrative, financial and personnel matters.

Required Skills and Experience

• Minimum education requirements:
• Secondary education is required. or 
• A first university degree (Bachelor’s degree) in Business or Public Administration, Economics, Political Sciences and Social Sciences will be given due consideration but is not a requirement.     

Minimum years of relevant work experience:

• Minimum six (6) years ( with the Secondary education) or three (3) years (with Bachelor’s degree) of relevant administrative/financial/HR experience is required.

Required skills:

• Relevant experience in, procurement, asset management and/or project support .
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).  

Desired skills:

• Experience of working with web-based management systems is desirable.
• Working experience in international organizations, UN/UNDP is a strong asset.
• Additional training and certification in finance is an asset.

Language(s): 

• Fluency in English and Russian is required. 
• Knowledge of Kyrgyz is a strong asset.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/21690

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