Project Associate

Office/Unit/Project Description 

UNDP has been supporting the development efforts of Kazakhstan since independence, with major focus on all pillars of sustainable development: social, economic and environmental. Its work is aimed at strengthening human development for all so that no one is left behind. 

The UNDP CO jointly with the Government institutions and other stakeholders implements several strategic initiatives in various sectors ranging from public administration issues to building social cohesion and supporting resilience measures. Governance area is an integral part of the UNDP CO programme, which primarily focuses on building effective, efficient, transparent, and accountable institutions, free of corruption. 

Governance programme consists of several strategic initiatives that support Kazakhstan modernization efforts with focus on priority reform areas stretching from Civil Service Reform and Rule of Law to Prevention of Violent Extremism and addressing the needs of most vulnerable groups of population. The Governance programme activities are implemented by the Governance Unit and its projects in close partnership and collaboration with the Government of Kazakhstan on national and subnational levels, expert community, academia, and civil society organizations.

The Governance Unit partners with multiple stakeholders to realize UNDP mission, including the Administration of the President, Prime-Minister’s Office, Parliament, line ministries and local government authorities. Increased attention is devoted to partnerships with civil society organizations, private sector and international donor organizations to strengthen the efforts at sectoral level.

UNDP in Kazakhstan in partnership with Afghanistan, Uzbekistan, and Kyrgyz Republic Country Offices (CO) implement a cross-regional EU-funded action aimed at building a sustained regional collaboration for Afghan women’s economic and social empowerment. In 2019, the pilot action was launched to strengthen human capacity development in Afghanistan by increasing women’s access to quality higher education and TVET through cooperation with Kazakhstan and Uzbekistan. In 2021, the action was enlarged with the participation of Kyrgyzstan in the framework of Phase II of the project.

The project will facilitate the development of a sustainable system of learning mobility that will allow women from Afghanistan to benefit from higher education opportunities in Central Asia also beyond the project lifetime. It is expected that by 2026, 155 Afghan women will benefit from the tertiary education and TVET qualification in Central Asian higher education institutions. 

The project is funded by the European Union in the amount of 2 million euro for the pilot project, and 4 million euro for Phase II. 

Scope of Work 

Project Associate provides coordination support to the projects implementation and technical advice in compliance with appropriate UNDP policies and procedures, project documents and approved annual work plans. 

Summary of key functions:

• Ensuring effective administrative and logistical support 
• Building cooperation and close liaison with project counterpartners;
• Ensuring project and financial management;
• Supporting advocacy and communication.

Ensuring effective administrative and logistical support:

• provision of operational support to the project and programme management;
• provision of a required assistance in preparing procurement plans and organizing procurement processes, including but not limited to Terms of Reference (TORs), Request for Quotations (RFQs), bids, and proposals;
• coordination of travel arrangements, logistics, and hotel reservations, preparation of travel authorizations, processing requests for special category visas;
• administrative support in  organizing and/or coordinating project events, including conferences, workshops, and retreats;
• attendance at Project meetings, and Project supported Working Group meetings when required and support with preparation of agenda, presentations, minutes of meetings;
• collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services activities;
• ensuring strict adherence and compliance with financial procedures while processing Travel Claims for Staff and Workshop Participants, fostering transparency and accountability;
• maintaining an efficient inventory of office stationery supplies, accurate managing stock lists, and facilitating timely distribution of stationery based on operational requirements;
• maintenance of the e-filing system ensuring safekeeping of confidential materials;
• assistance in the provision of information for audit management.

Building cooperation and close liaison with project counterpartners:

• maintain close liaison with project counterparts, including UNDP COs in participating countries (Afghanistan, Kazakhstan, Kyrgyz Republic and Uzbekistan), UN Women, tertiary education institutions and Ministries of Foreign Affairs and Education in host countries, Eureopean Union Delegations in participating countries, embassies, and other relevant parties at the national and regional levels involved in project activities;
• keep on pulse recent programmatic developments and be able to advice on the support which might be required by regional counterparts;
• provide comprehensive support to the Project Manager in all aspects of project implementation in accordance with the project documents, annual work plans and other agreements between UNDP and Responsible Partners, as well as UN Women;
• provide analytical support and knowledge products in the area of gender equality, and women empowerment;
• provide expertise in the day-to-day implementation of project activities;
• support the Project Manager in preparation of projects related documents;
• prepare and consolidate interim quarterly and annual narrative reports to the donor;
• ensure timely preparation and update of project annual and detailed work plans, project progress reports and other related documents; 
• ensure timely, smooth and efficient projects implementation for effective delivery of projects activities and expected outputs through close communication with UNDP COs in participating countries;
• reinforce partnerships with state bodies, universities, NGOs and other potential local and international partners;
• coordinate smooth implementation of project activities and attainment of the overall projects objectives in close cooperation with local authorities, Responsible Partners, and other relevant parties as stated in the projects documents;
• assist in organizing Advisory Board, Steering Commitees and other necessary meetings, including a preparation of meeting minutes;
• ensure compliance of project business processes with UNDP Project Operational Policies and Procedures (POPP) and UNDP Standard Operating Procedures (SOP);
• assist in analysis on changes in higher education policies on admission of foreign students’ from in crisis countries;
• closely interact with project participants on project and personal issues. Conduct online and offline consultations, support in resolving adaptation issues in Kazakhstan, address project related and personal inquiries and requests, represent interests in interaction with local executive bodies, etc.;
• assist in analysis of alternative arrangements for project graduates, including support in employment opportunities in Kazakhstan and/or overseas. Analyze market and socio-economic opportunities for graduates whose return to Afghanistan is not safe;
• support Project Manager in attracting and maintaining cooperation with potential employers for project graduates;
• interact with host universities, contribute to remodeling and adapting a distance study curriculum when relevant;
• assisting in preparation and launch of additional education programmes not foreseen in the Project Document;

Ensuring project and financial management:

• preparation of requests for direct payment, cash advances, reports on expenses, budget revision and other required supporting documentation for all financial transactions; records these transactions accordingly;
• preparation of vendor forms and creation of Vendor List;
• providing accurate updates on the status of financial resources as required, fostering a transparent and accountable financial administration;
• prepare bank documents, e.g., T/T. and assist in banking runs for events;
• proactive follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to supervisor;
• support developing Responsible Partner Agreements and Terms of Reference for host institutions, and ensure proper delivery of technical services and submission of narrative and financial reports;
• support drafting annual work plan;
• comply with security and safety requirements and regulations;
• support preparing and updating work plans and budgets;
• monitor the project compliance with financial requirements, such as reporting deadlines, formats, purchasing procedures, audits, transmission of documentary evidence, spending eligibility periods, etc;
• support financial allocations, ensure timely NEX advance payments to Responsible Partners, and monthly stipends payments to project participants in accordance with UNDP rules, regulations and procedures;
• undertake cost estimates for different activities according to the needs of projects;
• generate Quantum reports, including Account Activity Analysis, Combined Delivery Report, Project Budget Balance;
• monitors project budget in terms of expenditures according to the work plan as per donor requirements;
• produce periodical annual project progress reports;
• perform other related duties as necessary and in line with the Internal Control Framework of the Country Office and related SOPs.

Supporting advocacy and communication:

• ensure regular communication and coordination with national partners and develop and maintain effective mechanisms for integrating and responding to their feedback and insights;
• ensures effective information flow, correspondence and coordination across the office and UNDP COs in Afghanistan, Uzbekistan and Kyrgyzstan;
• maintain regular communication and coordination with project beneficiaries;
• ensure careful selection of communication tools and tailoring the messages taking into acctount overall socio-political and development context in host countries and Afghanistan.
• perform other duties as requested by the Project Manager and the Head of Governance Unit.

Institutional Arrangement

Project Associate will work under the direct supervision of  the Project Manager, in close collaboration with the programme, projects staff of Programme and Operations Unit. Under the guidance of the Project Manager, the Project Associate provides constant support to for the timely delivery and quality of outputs and technical advice. The incumbent will ensure to provide quality advice to the Project Manager and comply with appropriate UNDP policies and procedures. 

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 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

Business direction and strategy 

Strategic Thinking

•Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities, linking the vision to reality on the ground, and creating tangible solutions 

•Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP

Business development 

Knowledge Generation

•Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need 

Business development 

Knowledge Facilitation

•Ability to animate individuals and communities of contributors to participate and share, particularly externally 

Business management 

Partnerships Management 

•Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts, and others in line with UNDP strategy and policies 

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 

Business management 

Working with Evidence and Data 

•Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making 

Peace 

Governance

• Public Administration and Local Governance, 
• Public Sector Reform

Min. Academic Education: 

Secondary education. Bachelor’s degree in social sciences, international development, public administration or related field is desired 

Work experience: At least 7 years (with secondary education) or 4 years (for Bachelor’s Degree holders) of relative professional experience in research, finance, logistics, knowledge management, academia, education and management;

Required skills

•            Experience in working with national ministries, NGOs, UN agencies, and other international organizations is desired;

•            Practical experience in the area of higher education, community development, local economic development, study abroad scholarship is desired;

•            Experience in drafting, editing and producing written analytical memos and reports is desired.

Required Language(s) (at working level)               

Fluency in English, Russian and Kazakh.