Project Associate, NPSA-6, DS-Kyiv, National position

 

Background

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.

The United Nations Development Programme (UNDP) in Ukraine, through its Energy and Environment Portfolio, supports national and local authorities in restoring, modernizing and transforming Ukraine’s energy and public infrastructure in line with the principles of sustainability, resilience, energy security and transparency. Since the full-scale war, UNDP has placed particular emphasis on ensuring continuity of essential public services while supporting Ukraine’s green and resilient recovery. Within this framework, UNDP works closely with the Ministry of Energy of Ukraine, the Ministry for Development of Communities and Territories of Ukraine (MDCT), local authorities and other national and international partners to implement programmes aimed at improving the energy performance of public infrastructure, increasing the use of renewable energy sources and strengthening the capacity of municipalities to plan and manage sustainable energy investments.

The Project Associate positions will support the implementation of the  Ukrainian Public Building Energy Efficiency (UPBEE), which is supported by a EUR 300 million EIB loan, signed in 2020 with the Government of Ukraine, represented by the Ministry for Development of Communities and Territories of Ukraine. The Programme is designed to improve the energy efficiency and resilience of public buildings across Ukraine, with a particular focus on small and medium-sized municipalities. UPBEE supports comprehensive energy-efficiency renovations and modernization of public facilities. In response to the impacts of the full-scale war, the Programme also provides opportunities to address war-related damage and adapt public buildings to better respond to the needs of internally displaced persons, host communities and local populations. UNDP provides technical and implementation support to participating municipalities throughout the full sub-project cycle, including sub-project preparation and planning, technical design, procurement, construction and rehabilitation, monitoring and evaluation. UNDP support also includes quality assurance, compliance and integrity measures, anti-corruption assessments, sanctions screening, technical supervision, regular site visits and capacity development for local authorities.

 

Duties and Responsibilities

 

1.Support in the coordination and implementation of designated project activities:

• Assist in the coordination, and implementation of selected activities/components within different projects
• Provide comprehensive support to projects’ monitoring and evaluation activities, assist in data collection, and keep updated relevant databases, contact lists, etc.
• Assist in the preparation of regular updates and reports on projects’ progress, implementing issues, emerging risks/problems, and proposals for necessary remedial actions
• Participate in various project activities (meetings, round tables, conferences, other public activities) as requested by the supervisor
• Assist in the organization of online and offline events of the projects, and other communication activities
• Ensure full compliance of activities with UNDP rules/regulations, and policies/procedures.

 

2. Provide administrative and logistical support to ensure projects’ results:

• Support in the organization and coordination of meetings, training sessions, workshops, conferences, and project events, as well as prepare reports and meeting minutes as required
• Assist in managing project finances, and processing invoices for project related goods and services
• Assist in preparing project budget and maintaining necessary budgetary controls and records
• Assist in managing procurement processes, and provide inputs for request for quotations/proposals as well as for the projects’ procurement plans
• Prepare tenders’ documentations and small procurements (canvassing) under the guidance from the Procurement Analyst 
• Assist in the procurement processes including vendor creation, e-requisitions, etc.
• Assist in drafting terms of references for consultants and contractors as required, and provide support to the recruitment of short-term consultants in line with UNDP rules and regulations
• Assist the project teams, experts, and consultants with travel and logistics matters
• Coordinate and organize trainings, field visits, missions, and conferences as needed
• Keep accurate electronic and paper filing, information, and records systems.

 

3. Support in networking/communicating with partners and beneficiaries:

• Assist in maintaining cooperation and communication with projects’ partners and beneficiaries on the implementation of the agreed activities, especially for the events, trainings, and workshops that will be conducted
• Maintain the contact database related to partners and beneficiaries, assist in sharing information, and following up on partnership related issues as assigned by the supervisor
• Prepare official correspondences for national and international partners.

 

4. 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 to 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 as well as their wide distribution to partners.

 

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

 

Institutional Arrangement

Under the direct supervision of the Project Manager, the Project Associate provides ongoing project and administrative assistance and support to the projects, performing a variety of standard administrative processes ensuring high quality and accuracy of work.

 

 

Competencies
 

Core
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
Thematic Area	Name	Definition
Business management	Communication	Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience Ability to manage communications internally and externally, through media, social media and other appropriate channels.
Administration & Operations	Documents and records management	Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Administration & Operations	Events management (including retreats, trainings and meetings)	Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Finance	Budget management	Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Procurement	Contract management	Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
2030 Agenda: People	Gender	Gender and Energy

 

 

Required Skills and Experience
 

Min. Education requirements	Secondary Education is required. University degree (Bachelor’s degree) in Business Administration, Management, Economics, Human Resources, Finance, Accounting, Social Sciences, or other related fields will be given due consideration, but is not a requirement.
Min. years of relevant work experience	Minimum six (6) years (with secondary education) or three (3) years (with bachelor’s degree) of working experience in the field of Programme/ project support or other related fields
Experience, knowledge and skills	Proficiency in the usage of computers and office software packages (MS Word, Excel, etc.)
Desired Criteria	Experience with UN/UNDP or International organizations or Development organizations is desired. Experience in organizing events (online and/or offline, including retreats, trainings, meetings etc.) is an asset. Experience in performing administrative tasks (organizing duty travel, financial reporting, formal correspondence) is desired. Experience in facilitating procurement processes is desired. Experience with ERP systems (e.g. Quantum) is a desired skill.
Required Language(s)	Fluency in English is required. Fluency in Ukrainian is required for local personnel.

 

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

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