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UNDP - Project Assistant, Project Implementation Unit (Roster)
United Nations Development Programme (UNDP)
Grade: Unspecified
Job Expired 15 Aug 2021
Added 1 month ago
Job Description

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 in Kazakhstan is guided by its Country Programme Document (currently Country Programme 2021-2025), which is in line with the strategic priorities of the Government of Kazakhstan, enshrined in the “Kazakhstan-2050” Strategy, Strategic Development Plan to 2025, and other key sectoral strategies and plans. UNDP supports Kazakhstan in implementing the Sustainable Development Goals and sustaining its growth trajectory by diversifying economy, modernizing institutions, reducing inequalities and sustainably managing natural resources.

To achieve these results, UNDP will support the implementation of a number of projects that will aim to attain outputs envisaged under the Country Programme Document ( Ongoing projects will continue, and new projects will be formulated and implemented throughout the proposed period of 2021-2025.
To enhance the efficiency of the programme implementation and improve the administrative and operational project support, the UNDP country office has established a new structure - Project Implementation Unit (PIU), which is providing financial, procurement, and administrative services to the project management in order to reach project objectives and implement project work plans. In its term, the PIU is part of the bigger Management and Programme Support Unit (MPSU). The PIU consists of a team of individuals, who perform a set of specific duties in accordance with UNDP Programme and Operations Policies and Procedures (POPP) related to project management support. These duties include but are not limited to project financial and budget management, actions aimed at supporting the procurement of goods and services, organization of project events, maintenance of project records, inventory, other administrative support required by the project management.
Duties and Responsibilities
The Project Assistant is responsible for provision of administrative functions to development project(s). The type and quantity of projects covered by the Project Assistant will be defined by the Head of PIU based on the workload analysis conducted. The key responsibility of the Project Assistant is to provide full support for the implementation of all project activities and ensure smooth and interrupted performance of the functions described below.
  • Provide effective financial services and assist in project budget management;
  • Provide logistical services and event arrangement and management;
  • Provide support to procurement services;
  • Provide administrative services;
a) Ensure provision of effective financial services and assistance in project budget management, focusing on achievement of the following results:
  • Create requests for payments in Atlas; ensure submission of the supporting documentation required for the payment requests, provide timely feedback and follow up on the status of submitted payments;
  • Check that vouchers processed, matched and completed, transactions are correctly recorded and posted in Atlas;
  • Ensure timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
  • Create requests for vendor and travel profiles; ensure provision of the required supporting documentation; provide timely feedback and follow up on the status of submitted requests;
  • Ensure duly submission of the VAT return documents to and follow up with the Finance unit;
  • Provide support with the cost-recovery processing as per established processes;
  • Undertake cost estimates for different activities according to the needs of projects;
  • Assist in developing detailed project budgets for all activities and outputs;
  • Monitor project budget in terms of expenditures according to the work plan as per donor requirements;
  • Assist in preparing quarterly expenditure reports;
  • Provide detailed information on finance issues during project audit exercise;
  • Support in monitoring the project compliance with financial requirements, such as reporting deadlines, formats, purchasing procedures, audits, transmission of documentary evidence, spending eligibility periods, etc.
  • Perform other related duties as necessary and in line with the Internal Control Framework of the Country Office and related SOPs.
b) Provide effective logistical services to project, focusing on achievement of the following results:
  • Assist project personnel and national/ international consultants to arrange travel within and outside Kazakhstan; more specifically support in development of itinerary, ticket booking/purchasing, arrangement of hotel reservation/apartment, transportation, translation/interpretation services;
  • In coordination with Project Manager(s) of the assigned projects and PIU Head arrange preparation of visas for and timely registration of coming visitors making sure that visitors are aware of visas and registration procedures;
  • Arrange foreign visas for project personnel for travels outside Kazakhstan as per approved AWPs;
  • Perform travel arrangement functions in Atlas as per provided profiles;
  • In coordination with Project Manager draft and compile necessary documentation such as agenda, compilation of list of participants for seminars, workshops, trainings, and other project related events;
  • Make logistical arrangements for on-line and off-line seminars, workshops, trainings and other project related events, including generating the links to the on-line events; for the off-line events deals with venue reservation, arrangements of meals, translation/interpretation services, and required equipment, office supplies, arrangement of printing handouts materials;
  • Assist in customs clearance procedures by preparation of a package of necessary documents;
  • Make necessary arrangements for registration of participants, delivery of publications and other printing materials to the venue;
  • Arrange translation of documents when required;
  • Perform other related duties as necessary and in line with the Internal Control Framework of the Country Office and related SOPs.
c) Ensure provision of effective support services to projects in procurement and other programmatic instruments under HACT modality focusing on achievement of the following results:
  • In close collaboration with the project personnel assist in development of procurement plan for the project and submit procurement cases in PROMPT;
  • Create e-requisitions in Atlas and ensure correct use of chart of accounts (COA);
  • Create receipt of goods, services, and works in Atlas upon delivery of goods and signing goods received note (GRN or Act of acceptance) and upload all authorized GRNs in Atlas as required by POPP;
  • Arrange translation of procurement documents when required;
  • Prepare procurement related meeting minutes in coordination with the Procurement Specialist when required;
  • Coordinate with Project Manager to complete performance evaluation forms for vendors;
  • Assist the Project Manager in preparing the set of documents as required by the POPP for engaging partners in delivering services through other programmatic instruments, such Responsible Party Agreements, Low value grants, and others;
  • Perform other related duties for procurement support as necessary and in line with the Internal Control Framework of the Country Office and related SOPs.
d) Ensure provision of administrative services, focusing on achievement of the following results:
  • Provide support to periodic inventory verification exercise; create matrix for project inventories, such as publication materials, visibility items and monitor in/out flow;
  • Provide support to asset verification exercise and keep an updated list of project assets;
  • Maintain documents filling system;
  • Prepare minutes of the meetings and translate various documents;
  • Collect, compile and provide information when required as well as provide assistance and support to programme staff in preparation of different presentations, reports, programme profiles.
  • Keep directories of names, addresses and contact numbers of Government officials, international and national NGOs and other relevant organizations inside and outside Kazakhstan;
  • Keeping of a catalogue of archive data, including all data on contracts, reports, etc., revision and updating of these in an established format for subsequent use;
  • Development of a catalogue of materials on monitoring of the project and project activities (correspondence, reports, budget and financial expenses) in accordance with UNDP requirements;
  • Serve as a custodian for stationary supplies, distribution stationary and keeping a log of distribution;
  • Assist the Project Manager with HR related matters when needed;
  • Assist the Project Manager with ICT related matters when needed;
  • Perform other related duties as necessary and in accordance with the Internal Control Framework of the Country Office and related SOPs.
In accordance with the new structure of the UNDP County Office, the Project Assistant reports directly to the Head of PIU and will work in close day-to-day collaboration with the Project Managers. The Programme Assistant promotes a client-oriented approach consistent with UNDP rules and regulations (POPP). S/he works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff as needed for efficient project implementation.
Corporate Competencies:
  • Demonstrates commitment to UNDP’s mission, vision and values;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Functional Competencies:
Knowledge Management and Learning;
  • Shares knowledge and experience;
  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.
Development and Operational Effectiveness
  • Ability to perform a variety of standard tasks related to contract, asset and procurement management, including screening, collecting and preparation of documentation, data processing, preliminary bids evaluation, filing, provision of information, control of assets;
  • Good knowledge of financial rules and regulations;
  • Strong IT skills;
  • Ability to provide input to business processes re-engineering, implementation of new system.
Leadership and Self-Management
  • Focuses on result for the client and responds positively to feedback;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Remains calm, in control and good humored even under pressure.
Required Skills and Experience
Min. Academic Education:
  • At least Bachelor’s degree in any discipline (in the field of accounting, financial management or business administration etc.)
Min. years of relevant Work experience:
  • At least 3 years of relevant work experience in administrative and/or financial support of office operating within international or national foreign projects or organizations; must possess an excellent understanding of administrative and fiscal management and committed to producing timely and accurate reports and budgets.
  • Demonstrated proficiency in use of office equipment with computer literacy in Microsoft Office, spreadsheets and power point presentations, experience in financial management systems.

Desired additional skills and competencies:

  • Knowledge of international organizations and/or UNDP requirements and procedures would be an asset.

Required Language(s) (at working level):

  • Fluency in English and Kazakh and/or Russian is required.

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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