Project and Event Management Associate, NPSA7

The Digital, Inclusive, Accessible: Support to Digitalisation of Public Services in Ukraine (DIA Support) Phase 2 Project is built on achievements and lessons learnt from the previous phase (2021-2023), and aims to continue to support the ongoing digitalisation process in Ukraine with the view of strengthening the Government’s capacities to deliver high quality and accessible digital services to vulnerable groups in Ukraine while using digital technologies and solutions to address other complex challenges posed by the war, including ensuring transparency and accountability of the recovery process, critically important for Ukraine’s EU Integration. 

The Project comprises of three outputs (components): 

• Output 1. Government institutions have strengthened capacity to design and implement inclusive digital transformation policy at national and local level.
• Output 2. The Government has a digital infrastructure which ensure efficient and effective processes for the civil service and delivery of technically modernized digital public services for vulnerable and war-affected groups.
• Output 3. Ukrainian women and men have increased their digital skills to fully benefit from digitalization.

In this context, UNDP is recruiting a Project and Event Management Associate, who will be responsible for financial management of the project and proper accounting, as well as monitoring and providing quality assurance of all project’s low value grant activities, support for event management activities, including logistical and organisational areas of responsibility. The Project and Event Management Associate will provide project management assistance to the Project Operations Officer by supporting the effective implementation of operational, administrative, procurement, and financial processes. The incumbent is expected to exercise full compliance with UNDP programming, financial, procurement, and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.  The Project and Event Management Associate will work in collaboration with the project, programme and operations staff in the UNDP Country Office to exchange information and ensure consistent services delivery and ensure relevant requirements are fulfilled in a timely manner with required quality, following the highest standards in line with UNDP guidelines and procedures.

The incumbent will accelerate gender equality and women’s empowerment within all implementations and promote UNDP’s mandate as a gender-responsive organization with zero tolerance to any kind of discriminatory and abusive behaviour, including sexual harassment, sexual exploitation and abuse.

   1) Provide project management assistance by supporting administrative, operational and logistical processes, focusing on the achievement of the following results: 

• 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 financial and administrative requirements; 
• Maintain contacts with UNDP Operations Centre on a variety of the operations related issues: finance, procurement, administration, IT and human resources; 
• Prepare relevant background materials for use in discussions, correspondence, and briefing sessions; 
• Provide assistance with project documents translation and interpretation from Ukrainian into English and vice-versa as needed;
• Ensures efficient logistical support for events conducted by project in close collaboration with the companies provided conference organizing services;
• Assist to the process of selection of LTA contractors and ensures logistical and other preparations for the project events;
• Ensures travel arrangements (including visas, tickets, etc.) are done for the project team and project meeting participants/experts as required, ensuring proper use of project resources; 
• Support in maintaining travel plans of the Project staff and meeting participants/ experts, creation of travel requests in ERP system.
• Assist in arranging appointments and taking minutes of meetings and drafting correspondence for Project Team;
• Facilitate timely and proper preparation, collection and submission of full set of documents for the Project registration card;
• Keep lists of names, addresses and telephone numbers of applicable government and non-government partners;
• Maintain policy, confidentiality and general management files.

2) Support effective financial, procurement and human resources processes, focusing on the achievement of the following results: 

• Perform administrative support functions to facilitate the implementation of project activities, including personnel matters, travel arrangements, facilitating missions, office maintenance, reception/registry, procurement, contracting, communications, inventory;
• Perform General User profile tasks under the UNDP cloud based management system, Quantum  ;
• Contribution to preparation of financial reports and forecast, including monthly and quarterly disbursement reports and financial reports for donors; ensure the reports are prepared in accurate manner;
• Support in preparation of budget modifications and revisions, and monitor the budget of the project;
• Assist with the project audit, monitoring, and evaluation;
• Assist in data collection, analysis and maintenance of projects related database and files;
• Assist in the process of procurement and delivery of project goods and services;
• Prepare payments for procurement of goods and services for project accurately and timely in accordance with UNDP’s Programme and Operations Policies and Procedures (POPP) and properly processed then in the corporate management system Quantum;
• Contribute to implementation of the project small grants scheme, including development of calls for proposals, other documents and forms, setting up proposals evaluation criteria, organizing the work of selection panels, preparation of grant lists, and other relevant duties;
• Summarize financial information on grants awarded by the UNDP through the project and shares it with the project team for monitoring and planning purposes;
• Provide information on UNDP and project grant-making procedures and reporting requirements to potential and current grantees during information and orientation sessions;
• Participate in the review and evaluation of grant project proposals and analyse grant project work plans and budgets; 
• Consult grantees on financial accounting and reporting issues concerning grant project budget is in compliance with the UNDP SOPs;
• Conduct monitoring of implementation and quality assurance of the project Low Value Grant Agreements (LVGAs) through providing consultations, verification of utilization of funds and compliance with the financial and non-financial terms of the project LVGAs;
• Analyse grantee programmatic and financial reports and prepare summaries of grant project activities, results achieved, and financial resources used;
• Assist in recruitment processes by preparing job descriptions, job classification supporting documents,  screening candidates, and facilitating interview panel meetings if required;
• Keep updated project inventory records and assure that UNDP regulations on the equipment use, storage and proper maintenance are adhered to. Assure that the project equipment transfer/disposal is being done under UNDP rules;
• Keep accurate electronic and paper filing, correspondence register and filing, information and records systems;
• Manage project stationery and office supplies, distribution of stationery supplies as required, purchase office equipment and furniture when needed.

   3) Facilitate knowledge building and management, focusing on the achievement of the following results: 

• 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[AK1] , stakeholders and beneficiaries;
• Participation in the training for the operations/projects staff on administration;
• Synthesis of lessons learned and best practices in the project;
• Perform other duties as may be assigned by the supervisor. 

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

Institutional Arrangement

The incumbent will work under the direct supervision of the Project Operations Officer and in close collaboration with all project team and UNDP Country Office (CO) team, promoting a client-oriented approach, and compliance to UNDP rules and regulations.   

• 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.
• Business Management: Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
• 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: Events Management (including retreats, trainings, and meetings): Support offices with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
• Human Resources-People strategy and planning: Job design: Ability to design job roles to meet specific organizational objectives.
• Procurement: Financial Analysis: Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability.