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.
UNDP helps Kazakhstan honor its Paris Agreement commitments by supporting the expansion of the \"green economy\" to tap into new opportunities for jobs and businesses. It partners with other United Nations agencies to provide technical expertise to translate strategies into action, establish a monitoring framework for climate change adaptation and mitigation, and develop plans for transition to green energy, land management, climate-proof agriculture, biodiversity, reforestation, disaster risk reduction, and waste management. By catalyzing SDG and Paris-aligned investments (public and private), UNDP delivers client-focused solutions that respond to immediate, mid and long-term recovery and socio-economic development priorities, and; by leveraging on-the-ground presence and networks, we unlock bottom-up solutions towards lasting impacts at the country level, benefitting most disadvantaged and leaving no one behind.
The UNDP-GEF Project “Energy Efficient Standards, Certification, and Labelling for Appliances and Equipment in Kazakhstan” (EESL Project) is a GEF full-sized project that was conceived as one of the “child projects” of the GEF-funded United for Efficiency (U4E) programme. The U4E is a global effort supporting developing countries and emerging economies to move their markets to energy-efficient appliances and equipment. The EESL Project aims at filling both regulatory and informational gaps by supporting the government of the Republic of Kazakhstan in developing and implementing minimum energy performance standards (MEPS) and high energy performance standards (HEPS), as well as an energy efficiency labelling system. MEPS and HEPS will transform the market in concept, as MEPS define a new floor, pushing the entire market upward, while HEPS and labels define a new ceiling, pulling the market toward accelerated innovation.
Under the supervision of Project Coordinator and in coordination with programme and project teams, the Project Associate will be responsible for the following tasks:
Administrative and logistical support
Assist Project Coordinator in the day-to-day implementation of the Project in compliance with all relevant UNDP rules and regulations and SOPs; Ensure proper functioning of the office (timely purchase of office supplies, payment of rent, utilities, communication etc.); Draft and type the varieties of letters and minutes of the meetings when and as required; Assist Project Coordinator in preparation of general correspondences, memorandums, reports, budget information, schedules and other materials; Maintain calendar of events up to date; Maintain project filing system with the project related documents in a well-structured manner. Establish and maintain both electronic and manual filing systems for easy retrieval of correspondence and other documentation; Keep track of all project related transactions, including filing of contracts with staff, receipts, checks, inventory of purchased equipment, materials under the project in order to ensure information needed for auditing purposes be easily available; maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures; Provide support to office staff in general protocol matters related to visas and accreditation and other logistical matters; Assist in conduction of the Final evaluation; Provide assistance in organizing and holding seminars, conferences, trainings, and meetings; Provide interpretation services to project mission members when and where required; Administer Project Board meetings; Provide assistance in project auditing; Assist in administrative work and provide logistic support for smooth implementation of the project; Support the organization of workshops, seminars, trainings including arrangement for venue, logistics, transportation and documentation of events. It includes facilitation of travel arrangements: initiate travel authorization for approval, reserve flight schedules, coordinate with the CO Operations Unit for relevant travel advances and claims, DSA, etc; Maintain an equipment and spare inventory including verification and transfer when required; Control project assets, maintain office equipment and keep inventory list and preparation of year-mid/end asset physical verification reports; Liaise with Government authorities on operational aspects, as necessary; Assist to keep records of Non-Expendable Equipment (NEE), conduct physical verification at least once a year and prepare report on annual physical verification of NFE to be submitted to UNDP CO.Support to procurement action, financial management, monitoring and reporting
Assist in procurement of experts/consultants in compliance with UNDP rules and regulations and carry out eligible expenses of the staff (i.e. DSA, travel, etc.) payment arrangements according to signed contracts. Renew contracts as necessary; Maintain records on all project consultants and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with the rules and regulations; Timely preparation and updating of procurement plans for the project; Preparation of requests with all supporting documents for issuance of Purchase orders, contracts, subcontracts and other documents related to procurement of goods and services; Create and manage e-requisitions in the financial management system (Quantum); Conduct administrative and finance support in leading of RPAs payments requests; Prepare Requests for Direct Payment and ensure it is accompanied with original and legal documentation that support this request for payment; In close coordination with the Project Coordinator provide support in monitoring budget expenditures and remaining balances; Assist to establish follow-up system with Procurement/Vendors and Finance sections to ensure timely delivery of equipment & services and settlement of payables. Assist in monitoring project activities by reviewing project financial documentation and preparing a variety of records, including progress reports vs. budgets, and financial expenditures; Assist with preparation of the Annual Work Plans, budget mid-year reviews, and other required financial updates; Monitoring regularly the project budget, provision of timely advice to the Project Coordinator on fund limitations and obtaining approval of budget revision(s) from UNDP-GEF. Preparation of budget revisions in line with UNDP-GEF rules; Maintain up-to-date Annual Work Plan, accurately recording financial transactions, tracking spending and financial commitments; Maintain financial records and monitoring systems to record and reconcile expenditures, balances, statements and other data; Provide support on financial aspects related to HACT implementation, including consulting; Review interim and final financial reports of the recipients and ensure their accuracy. Participation in the training for the operations/projects staff on project management, administration, procurement, finance and HR; Briefing project personnel on administrative, financial, procurement and HR matters.Perform other duties that may be required by UNDP for effective implementation of the Project activities.
Under the overall guidance and supervision of the Project Coordinator, the Project Associate will be responsible for the overall administrative and financial assistance to the implementation of project activities. The Project Associate will work closely with all project’s personnel, consultants and UNDP CO teams to ensure relevant requirements are fulfilled in a timely manner with required quality, following the highest standards in line with UNDP guidelines and procedures.
Competencies Core competencies
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks
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
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront
Cross-Functional & Technical Competencies
Business Direction and Strategy. System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.
Business Development. Knowledge Facilitation: Ability to animate individuals and communities of contributors to participate and share, particularly externally.
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.
Digital and Innovation. Data Analysis: Ability to extract, analyze and visualize data (including Real-Time Data) to form meaningful insights and aid effective decision making.
Communications. Writing and editing: Ability to create and/or edit written content in different UN languages.
Partnership management. Private sector resource mobilization: Ability to identify, develop and manage partnerships that leverage private sector technical expertise and resources.
Required Skills and Experience Education:
This vacancy is archived.