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.   Office/Unit/Project Discription:

Leadership, Equality, Advocacy and Democracy (LEAD) Project funded by the Government of Norway aims at implementing a three-fold approach to enhance human rights protection in Georgia. Firstly, the project will empower the right holders by strengthening the human rights protection of national/ethnic, religious minorities and LGBTQI people. Secondly, it will aim to transform society by countering prevalent homophobia, transphobia, and xenophobia with an evidence-based social campaign. Thirdly, the project will support state institutions and civil society organizations to accelerate the structural transformation for sustainable development by enhancing citizen-centric governance systems for efficiently serving their constituencies through applying the Capacity Development Fund and On-demand Services implementation modalities. Duties and Responsibilities:

Under the guidance and direct supervision of the Project Manager, the Project Administrative Associate will ensure effective execution of administrative, procurement and financial services and processes in the project and transparent utilization of its financial and physical resources. The Project Administrative Associate promotes a client-oriented approach consistent with UNDP rules and regulations. The individual will work with the project team to ensure that there is proper reporting of overall budget expenditures as per Project Document, advising PMU and UNDP on the need for budget revision and/or off-track activities, and presenting financial analysis at Project Board meetings. The Project Administrative Associate works in close collaboration with the Project team and Programme/Operations staff in the CO for resolving administrative and finance-related issues and exchange of information.

 Administration and implementation of operational and financial services for the project:

Assist the project with planning, formulating, tracking of the project budget; Ensure full compliance of the project with UNDP rules and regulations on financial processes, financial records, reports and audit as well as effective and the internal controls frameworks; Track project delivery through ATLAS and other tools; Maintain an Activity-based expenditure table to monitor expenditure on a real-time basis; ensure that the expenditures are in line with the approved Annual Work Plan; Carry out an analysis, as needed, on the expenditure projection based on the deviation of the actual expenditures from the AWP and keep the members of the PMU and UNDP informed of the risk of under-delivery; Provide the information/reports on the financial/accounting situation of the project and propose solutions to improve the situation; Oversee that the financial/accounting data is accurate in Atlas and take timely corrective actions on erroneous data; Accuracy verification of Combined Delivery Reports; Provision of necessary financial reports and analyses for donor reporting; Verification and reconciliation of various expenditures reports from the Responsible Party(ies); Preparing payment requests.

Provide administrative support for the PMU:

Maintain PMU documentation in electronic and/or hard copy format (including financial records such as supporting documents for vouchers and POs), according to UNDP policies and guidelines; Maintains and regularly updates project counterpart contacts database; Review and verify invoices and common services expenses charged to the PMU budget (rent, utilities, phone, miscellaneous); Organize project-related meetings in Tbilisi and outside; Facilitate logistic support.

Procurement of services and products required for the project:

Provide inputs to the Project Manager (PM) towards development of TORs and take the lead in selection of services and products; Perform contract management in close collaboration with the Project Manager and PMU Ensure payments and deliveries are made on time to vendors, clients and partners; Ensure compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.

Organization of procurement processes for the project:

Revise and update the procurement plan, as needed, for the project and their implementation and monitoring; Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations; Preparation of Purchase Orders and contracts in and outside Atlas, preparation of Recurring Purchase Orders for contracting of services, vendors’ creation and buyers profile in Atlas; Review of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP); Implementation of the internal control system which ensures that Purchase Orders are duly prepared and dispatched; carry out timely corrective actions on POs with budget check errors and other problems. Ensures implementation of sourcing strategy focusing on achievement of the following result: Development and update of the rosters of suppliers, implementation of supplier selection and evaluation. Ensures proper control of assets procured in the project focusing on achievement of the following result: Preparation of inventory reports; Implementation of Inventory and physical verification control in the project.

This vacancy is archived.

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