Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.
With the aim to support the UN system in the country the Government of Kazakhstan provided the UN agencies, located in Almaty, with a 9 storey-building in 2019. According to the terms of the Memorandum Concerning Occupancy and Use of Common Premises by United Nations Agencies, Programmes, Funds and Offices (Memorandum) the UNDP country office was selected as an administrative agency responsible for day-to-day management over the provided premises (UN Plaza in Almaty/Common Premises). For these purposes UNDP established a Common Premises Committee (CPC) headed by the Common Premises Manager. The CPC is responsible for building maintenance and provision of common premises related administrative support services to UN Agencies residing in the UN Plaza in Almaty. The CPC reports to Operations Manager of UNDP Kazakhstan and is supervised by the Common Premises Manager. Under the overall supervision of the Common Premises Manager in Almaty/Astana, the Project Associate will provide support to administration and execution of variety operational activities of the Common Premises team in the Almaty/Astana. Duties and Responsibilities
Summary of key functions:
Ensure effective administration of budgets and monitoring of expenditure focusing on the achievements of the following results:
Ensure compliance with the UNDP and government rules and procedures on accounting and finance related issues; Assist in the preparation of annual project workplans and related sub-plans (finance, procurement plan, quarterly plans if required, and others as necessary); Assist in the preparation of annual/semi-annual progress reports and terminal reports; Continuously monitor expenditure and progress against the approved work-plans, provide delivery reports quarterly, semiannually and annually, and propose necessary solutions/actions to CP Manager andCPC, OMT; Maintain financial records to record and reconcile expenditures, balances, statements and other data; Assist in procurement of goods, services and works, by preparing technical specifications, applying relevant methods of procurement, and compiling relevant documentations; Assist in organizing workshops, trainings, and conferences by preparing budget estimations and logistics. Support finance, asset, procurement and HR management and focusing on the achievement of the following results: Implement effective internal controls, undertake the duties assigned as per Quantum profile; Monitors project financial exception reports for unusual activities, transactions and investigates anomalies; Maintain filing and archiving of project documents and submit the archived documents to the respective authorities on a timely basis; Maintain property ledger, asset records and conduct inventory and asset checks as per requirements; Provide the required assistance with designing of personnel documents such as requests for recruitment, contract extension requests, etc. Monitoring of dashboards and exceptions, identification of remedial actions; Assist in project audits;Support partnerships activities at project level
Be familiar with the activities of other development projects in the sector/area, establish contact and keep up-to date with their work; Create and maintain partnerships with local institutions, private sector in project target areas;Ensures facilitation of knowledge building and knowledge sharing, guidance to all stakeholders on financial matters focusing on the achievement of the following results:
Supports implementation of annual work plans and operational strategies, focusing on achievement of the following results:
Support to implementation of the work plan within the time limits proposed and as approved by UN Agencies. Full compliance of common premises activities with UNDP rules, regulations, policies and strategies. Provision of inputs to business processes mapping and elaboration of the internal standard operating procedures (SOPs). Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with the Common Premises Manager. Support to implementation of the greening strategies approved by UN AgenciesEnsures effective and efficient provision of support services, focusing on achievement of the following results:
Coordination and supervision of events management, insurance, space management, procurement of supplies. Presentation of thoroughly researched information for planning of financial resources for common premises services Support with protocol matters, coordination with local authority on space and other administrative 3 matters. Supervision of cleaning services. Maintenance of effective relationships with service providers.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. 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
Required Skills and Experience Education:
This vacancy is archived.