Job Description

  The proposed project will enable the Government of the People’s Republic of Bangladesh (GOB) to prepare and submit its First Biennial Update Report (BUR1) to the Conference of the Parties (COP) of the United Nations Framework Convention on Climate Change (UNFCCC).

The target of this project is to fulfil the decisions of COP 16 & 17, which require developing countries to submit biennial update reports (BURs) containing updates of national circumstances, national greenhouse gas inventories, information on mitigation actions/measures, domestic MRV including constraints and gaps related to financial, technical and capacity needs and support received, information on and other relevant information. The project will further support for establishing sustainable institutional arrangements and enhancing institutional and technical capacity of DoE and other government officials, initiated and sustained by the National Communications for ensuring sustainability of reporting processes.

Duties and Responsibilities

Under the overall supervision of the National Project Director and day to day supervision of Project Manager, the Project Associate will ensure effective delivery of the project by entering and managing the data and supporting the project implementation consistent with UNDP rules and regulations.  S/he will work collaboratively with all team members but most closely with Project Manager, Programme Specialist and CO Programme Associate. S/he will work in a fast changing and dynamic environment with multiple priorities and pressing demands.

Summary of Key deliverables- In this role the Project Associate will be responsible for implementation and execution of project strategies by:
  1. Supporting implementation of project activities and implementation of Project Work Plans;
  2. Providing effective administrative and logistics support to the project in compliance with UNDP and GoB rules and regulations policies and strategies;
  3. Providing effective support in financial management focusing on quality assurance, and;
  4. Participating in knowledge building and sharing activities;
Under the supervision of Project Manager the Project Associate has the following duties and responsibilities: 1.Support implementation of project strategies and implementation of Project Action Plans:

  • Ensure project’s administrative and financial activities comply with UNDP rules and regulations;
  • Support development and preparation of result – oriented work plans, AWPs, critical paths and other project management tools, and;
  • Provide support to the implementation of the internal standard operating procedures in the project;
2. Provide effective administrative and logistics support to the project in compliance with UNDP rules and regulations policies and strategies:

  • Support preparation of budgets for the project activities;
  • Support the project in the procurement process including preparation of RFPs, TORs, receipts of quotations, bids for proposal and their preliminary evaluation;
  • Arrange travel and hotel reservations, obtain necessary travel authorizations as required;
  • Coordinate the arrangement of appointments and meetings, including compilation of briefing and presentation materials, speeches, ground information and documentation;
  • Provide administrative support to organization of conferences, workshops and retreats as required;
  • Support to the management on physical assets disposal/transfer; follow up on request and maintenance for disposal/transfer action and enter records in the asset control database (system) ensuring inventory records are up to date and accurate;
  • Maintain an up-to-date list of inventory of the project and support annual physical verification by checking the accuracy of records and location of property;
  • Be custodian for management of project stationary supplies including maintenance of stock list of stationary, distribution of stationary as required and keeping the log of distribution; and
  • Maintain filing system ensuring safekeeping of confidential materials and documents;
  • Provide information for audit needs;
  • Assist Project Management in day to day administrative support for smooth operation of the project;
  • Maintain inventory of program assets and provide logistic support to workshop/seminar and other program activities;
  • Ensure the proper maintenance of the record keeping and filing system related to Administration, logistics, equipment and vehicles of the project;
  • Supervise and maintain equipment, vehicles and assets of the Project for security and proper functioning; if required assist transfer of title of assets on behalf of UNDP;
  • Ensure that proper inventory of all components of vehicles are maintained and checked frequently;
  • Ensure full compliance of UN rules and regulations, policies and strategies on travel management and ensure that vehicles are used in accordance with UN rules and regulations and that vehicle usage date is correctly recorded;
  • Assist staff evaluation, contract extension, recruitment & other HR related issues;
  • Maintenance of proper filing system for HR records and documents;
  • Conduct Project Micro-purchasing.
3. Provide effective support in financial management focusing on quality assurance:

  • Create project in Atlas, prepare required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project;
  • Maintain the internal expenditure control system that ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas;
  • Undertake timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exception, unapproved vouchers;
  • Create requisitions in Atlas for the project, register of good receipt in Atlas;
  • Make budget checks for requisitions, POs and vouchers;
  • Support the establishment of M&E systems that enable project to have a timely and accurate information;
  • Undertake basic Analysis" id="link" class="link">Financial Analysis (i.e. budget variance) to support project information needs, and;
  • Prepare financial reports based on donor and project requirements and provide timely reports from Atlas;
  • Prepare Quarterly FACE and ensure timey submission to UNDP CO;
  • Assist the Project Team for preparation of monthly, quarterly and annual progress reports to UNDP;
  • Act as a Project focal Point and support to prepare monthly Project Reporting to Government, IMED, ADP, iBAS++ etc. report for the project and ensure timely submission to the Government;
  • Assist in setting up internal control system and financial data as per GoB and UNDP guidelines;
  • Monitor fund disbursement and adjustment of partner organization;
  • Verify Combine Delivery Report (CDR) for Certification;
  • Ensure all Atlas related transaction i.e. budget analysis, upload budget, monitor project budget, and enter necessary GLJE in Atlas etc;
  • Management of cash receipts and petty cash;
  • Assess the budget heads and ensure its expenditure is as per the approved annual/quarterly work plans; Maintain expenditure statement and support in budget processes;
  • Provide assistance to prepare periodic accounting records, maintain delivery records, make program transactions in UNDP format, prepare draft budget revisions, shadow budgets, cost sharing and other financial and accounting reports;
  • Review all payments/claims of staff and other service providers and ensure on time settlement of claims as per UNDP rules;
  • Assist Project Management in settlements of DSA and other claims of staff and other service providers as per UNDP rules;
4.Participate in knowledge building and sharing activities of the project and UNDP:

  • Participate in the trainings for the operations/projects staff on administrative and financial procedures;
  • Provide training to project staff on the administrative and financial procedures;
  • Contribute to the project’s knowledge management and learning agenda;
Impact of Results 

The key result of the role is to ensure that the project administratively operates efficiently. This important role contributes to successful and timely execution of project strategies and actions.

Competencies

Corporate Competencies:
  • Demonstrates integrity by modelling the UN’s values and ethical standards;
  • Promotes the vision, mission, and strategic goals of UNDP, and;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Job Knowledge and Technical Expertise
  • Able to perform a broad range of specialized activities aimed at effective and efficient functioning of the project, including data/schedule management, maintenance of protocol, information flow;
  • Understands the main processes and methods of work regarding the position;
  • Able to maintain confidentiality and discretion;
  • Able to provide input to business process re-engineering, elaboration and implementation of new data Management Systems;
  • Has good knowledge of administrative rules and regulations;
  • Has food understanding of international affairs and donors community;
  • Has strong ability to establish, build and maintain effective working relationships with project staff and clients to facilitate the provision of required support, and;
  • Highly proficient in Microsoft Office tools (especially Word, Excel and Power Point) and use of the internet.
Results Based Orientation
  • Demonstrates ability to identify problems and proposes solutions;
  • Provides inputs to the development of simple system components;
  • Has ability to organize and complete multiple tasks by establishing priorities;
  • Has ability to handle a large volume of work under time constraints;
  • Plans and produces quality results to meet established goals, and;
  • Demonstrates ability to generate innovative, practical solutions to challenging situations.
Client Orientation
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
  • Organizes and prioritizes work schedule to meet client needs and deadlines;
  • Demonstrates an understanding of client/partner/donor perspective in terms of reporting requirements, and;
  • Strives for high quality client – oriented services (internal and external) when making decision and taking actions.
Development and Operational Effectiveness
  • Ability to identify opportunities, conceptualize and develop project reports;
  • Ability to lead strategic planning, Results-based Management and reporting: full project cycle mastery, excellent work/project planning skills, mastery of UNDP’s new programme modalities (NEX/DEX execution etc.) and also use ATLAS;
  • Ability to oversee timely project implementation and to provide the necessary trouble shooting to keep project implementation on schedule;
  • Ability to formulate and manage budgets, manage contributions and investments, manage transactions, conduct financial analysis, reporting and cost-recovery: excellent project oversight functions, including audit, accurate and thorough risk assessment;
  • Ability to implement new systems and affect staff behavioral/ attitudinal change.
Knowledge Management and Learning
  • Shares knowledge and experience;
  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills;
  • Willingly shares knowledge and experience, and;
  • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.
Leadership and Self-Management
  • Able to work under pressure in rapidly changing environment;
  • Responds positively to critical feedback and differing points of view, and;
  • Demonstrates openness to change and ability to manage complex, ever-changing environments.

Required Skills and Experience

Education:
  • Minimum Bachelor’s degree in Business Administration, Management, Economics, Human Resources, English, Social Sciences or other related fields.
Experience:
  • At least 5 years of practical experience of working in the field of administration, finance, programme/project support or other relevant fields;
  • Working experience within UNDP or other UN agency will be considered as an asset;
  • Understanding of budgeting, accounting and bookkeeping, particularly under NEX procedures;
  • Experience of using financial software programme;
  • Knowledge on Tax & VAT is desired;
  • Experience of UN/UNDP funded project will be preferable;
  • Fluency in written and spoken English;
  • Experience in handling of Atlas or web-based enterprise Resource Management systems;
  • Independent auditing skills;
  • Proficiency in the use of computer Software Applications particularly MS Excel.
Languages:
  • Excellent language skills in English (writing, speaking and reading) and in local languages.

Disclaimer

Important applicant information All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Note: UNDP is committed to achieving workforce diversity in terms of gender, ethnicity and culture. Individuals from minority groups, indigenous groups and people living 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.

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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.

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