Project Associate

Position Information

Project: Improving energy security and promoting the transition to sustainable energy in Lebanon – ID 01001708
Title: Project Associate
Expected starting date: As soon as possible
 

Project Description

The Energy and Environment Programme is one of the main areas of focus in UNDP Lebanon; currently implements numerous projects in Lebanon that range in thematic areas from climate change, biodiversity conservation, institutional support, industrial depollution, decentralized renewable energy projects and solid waste management. The programme also works on the support of host-communities in response to the Syrian refugee crisis and is the Social and Environmental Safeguards focal point for the office; therefore, the team also ensures the integration of environmental best-practices into the overall implementation strategy of UNDP.

The United Nations Development Programme (UNDP) in Lebanon, with funding from the European Union (EU), has initiated the “Sustainable Energy for Public Services entities, entrepreneurship and innovation– EU Support to Lebanon’s Green Agenda” (CEDRO 6) project.

The CEDRO 6 project aims to enhance energy accessibility for the public sector, including the Lebanese Armed Forces, the Internal Security Forces, the Justice Court Houses, the Serails, public schools and non-public charity schools. Additionally, it strives to facilitate the private sector's adoption of solar energy, contributing to environmental sustainability, economic recovery, and job creation through the support of selected start-up initiatives, microgrids and capacity building of the work force.

Concurrently, UNDP will be also actively engaged in another KFW funded project, “Improving energy security and promoting the transition to sustainable energy in Lebanon”. The project focuses on providing sustainable energy solutions for public services ensuring a reliable electricity supply through renewable energy and energy efficiency interventions to public hospitals and public educational facilities. Furthermore, the project will provide policy support in the renewable energy sector and support in the rehabilitation and upgrade of hydroelectric facilities owned by the electric utility EDL.

The Project Associate will be responsible for the day-to-day follow-up of the project’s operational activities, oversight of financial and budgetary issues, and coordination with UNDP Country Office on implementation of the project’s activities.

Scope of Work

The Project Associate will assist in managing the project’s finances for the above-mentioned project, human resources, assets, procurement, logistics and administrative matters, ensuring full coordination with UNDP country office, effective use of resources and compliance with UNDP rules and requirements. Specific tasks are as follows:

• Assist in the preparation of relevant procurement documents (Request for Proposals, Request for Quotation, Contracts, Request for Payments, etc.) ensuring all supporting documents in accordance with UNDP requirements;
• Responsible for managing the logistics of project events (technical workshops, training sessions, stakeholder meetings, project review meetings, etc.);
• Maintain databases and inventories of all project outputs and activities;
• Follow up on travel, shipment arrangements, transport, etc. for the project;
• Draft correspondence in English and/or Arabic, and follow up on correspondence;
• Assist in the preparation of workshop and meeting agendas and assist in collecting material for meetings and conferences;
• Consolidate progress reports by providing inputs especially with regards to financial and administrative topics;
• Support the project manager in preparing donor reports regularly on activities, outputs, and outcomes as per UNDP rules and regulations and ensure that gender dimensions are highlighted in all products;
• Perform additional tasks, within the administrative scope of work and as required by the Project Manager;
• Full compliance of project activities, financial recording/reporting system and audit follow up with UN/UNDP rules, regulations, policies, and strategies; implementation of the effective internal control, proper design and functioning of the financial resources management system;
• Assist in the preparation of project work plans while ensuring the financial budgets are maintained and in line with donor requirements;
• Understand the legal requirements of the donor to ensure that project expenditures meet the donor eligibility criteria;
• Creation of requisitions in Quantum for the projects, registration of goods reception in Quantum;
• Preparation and updating of project budget and maintenance on Quantun, including timely corrective actions on budget check errors, matching exceptions, unapproved or unprocessed vouchers/RDPs, incorrect supporting documents, etc.;
• Compilation of supporting documents for POs/contracts and preparation of requests for direct payments in line with the UNDP internal control procedures;
• Financial reporting and provision of required supporting documentation in line with donor requirements and UNDP;
• Ensuring that project budget lines and amounts are maintained and flag any risks or issues related to the financial management of the project.

Institutional Arrangement

The Project Associate will be working under the overall guidance of the Project Manager and Senior Project Associate. The Project Associate will be located at UNDP Country Office.

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

Cross-Functional & Technical competencies

• Administration & Operations: Events management (including retreats, trainings and meetings)
  Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
• Administration & Operations: Documents and records management
  Overall document (hard or electronic) management; registry and retention policy including storing and archiving
• Finance: Financial planning and budgeting
  Ability to create and manage processes to achieve UNDP's long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting
• Procurement:Contract management
  Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
• Business Management: Monitoring 
  Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results
• Business Management: Monitoring
  Ability to effectively plan, organise, and oversee the organisations business processes in order to convert its assets into the best results in the most efficient manner.
  Knowledge of relevant concepts and mechanisms
• Business Direction & Strategy: 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.

Minimum Qualifications of the Successful NPSA

Education
•Secondary Education is required; or
•University degree in Business Administration, Business Management, Accounting or any related fields will be given due consideration but not a requirement.

Experience
•Minimum 6 years (with a secondary education) or 3 years (with a Bachelor’s degree) of progressive relevant experience in similar admin/finance or

Required skills
•Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems such as ERP.

Desired skills

• Previous experience with the UN, the EU or other international organization is an asset.
• Previous experience in the financial management of development or social projects is an asset;Experience in coordinating events and planning meetings;
• Excellent interpersonal and communication skills/experience;
• Experience in screening and collecting of project documentation, projects data entering preparation of revisions, filing, provision of information, and reporting

Required Language(s)
•Fluency in English and Arabic is required. French is an asset.