- Country: Sanaa, Yemen
- No of vacancies: N/A
- Salary: N/A
- Organization: UNDP
- Gender: Both
- Deadline: 2024-01-17
Duties and Responsibilities
Under the direct supervision of the Project manager, the Project Associate will provide project management assistance to the Project team by supporting the effective implementation of operational, administrative, and procurement processes. The incumbent is expected to exercise full compliance with UNDP programming, procurement, and administrative rules, regulations, policies, and strategies.
Summary of Key Functions:
- Provide project management assistance by supporting administrative, operational, and logistical support.
- Support procurement and human resources processes.
- Facilitate knowledge building and management.
- Gender Equality and Women’s Empowerment.
- Provide project management assistance by supporting administrative, operational and logistical support:
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- Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans.
- Ensure compliance with procedures frameworks, including by learning and applying UNDP’s Programme and Operations Policies and Procedures (POPP), and relevant to project activity administrative requirements.
- Coordinate and prepare documents necessary for the launch of procurement processes and issuance of contracts.
- Supervise other support staff and coordinate short-term consultants.
- Prepare relevant background materials for use in discussions, correspondence, and briefing sessions.
- Ensure efficient travel arrangements are made for the team as required, ensuring proper use of UNDP resources.
- Assist in arranging appointments, organizing meetings, events, taking minutes of meetings and drafting correspondence for Project Team.
- Keep lists of names, addresses and telephone numbers of applicable government and non-government partners.
- Maintain policy, confidentiality and general management files.
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- Support procurement and human resources processes:
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- In accordance with the Work Plan coordinate and contribute to the procurement of equipment, supplies and services.
- Prepare the procurement plans for the projects and monitoring of their implementation.
- Create and manage e-requisitions in Quantum and UNALL.
- Coordinate equipment maintenance and insurance as required.
- Ensure that contractual processes follow the stipulated UNDP procedures.
- Clear and ensure delivery of equipment and supplies procured for the various project sites.
- Learn processes and operations of the UNDP Quantum Platform.
- Maintain records on national consultants, services providers and their respective status (contracts, ToRs, etc.) in accordance with corporate policies and procedures.
- Monitor supplier’s performance with respect to the quality and timely delivery of goods and services.
- In accordance with the Annual Work Plan, arrange for the procurement of equipment, supplies and services and ensure timely follow-up with procurement requests.
- Assist in recruitment processes by reviewing job descriptions, and job classifications, forming vacancy announcements, screening candidates, and facilitating interview panels.
- Maintain leave records and travel plans of the Project staff.
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- Facilitate knowledge building and management:
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- In accordance with the Project Document and in close coordination with the Responsible Parties, adhere to the quarterly and annual targets according to UNDP timelines.
- Organize events for the Project Staff.
- Synthesis of lessons learned and best practices in the project.
- Provide high-quality interpretation and translation in support of the project as needed.
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- Gender Equality and Women’s Empowerment:
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- Support gender mainstreaming in the implementation of project activities.
- Ensure coordination with the gender officer/focal points to dedicate and keep track of the required gender expenditures to the unit.
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Institutional Arrangement
- The Project Associate will be based in UNDP main office in Sana’a.
Competencies
| Core |
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| Achieve Results:
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- LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
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| Think Innovatively:
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- LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
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| Learn Continuously
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- LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
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| Adapt with Agility
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- LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
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| Act with Determination |
- LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
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| Engage and Partner
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- LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
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| Enable Diversity and Inclusion |
- LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
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| Thematic Area |
Name |
Definition |
| Business Direction & 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.
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| Business Management |
Project Management |
- Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
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| 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.
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| Administration & Operations |
Events Management (including retreats, trainings, and meetings) |
- Support offices with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
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| Human Resources- People strategy and planning |
Job design |
- Ability to design job roles to meet specific organizational objectives.
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| Procurement |
Financial Analysis |
- Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability.
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Required Skills and Experience
| Education requirements |
- Secondary education is required.
- A university degree in social sciences, administration or related fields will be given due consideration, but it is not a requirement.
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| Min. years of relevant work experience |
- Minimum of [7] years with high school certificate or [4] years with a bachelor’s degree of relevant experience in the field of administration or other relevant related field is required.
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| Required Skills
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- Experience in procurement of supplies/services/ equipment is required.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
- Excellent experience in communication, negotiation, and problem-solving skills is an asset.
- Experience in organizing events (including retreats, trainings, meetings, etc.) is an asset.
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| Desired skills in addition to the competencies covered in the Competencies section |
- Experience in UN/UNDP or International organizations or Development organizations.
- Experience in coordinating with other units/departments, including operations and Finance.
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| Required Language(s) |
- Fluency in both written and spoken English and Arabic required.
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