Project Operations Associate

  • Contract
  • Nepal

United Nations Development Programme (UNDP)



United Nations Development Programme (UNDP)

Project Operations Associate

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons 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.

The Government of Nepal (GoN) initiated the Provincial and Local Governance Support Programme (PLGSP) in July 2019 as the national framework programme to build capacity of Provincial and Local Governments (PLGs) and to strengthen inter-governmental mechanisms (IG) for coordination and collaboration across all levels of Government. The European Union Mission to Nepal is the largest contributor to the PLGSP. As per the PLGSP Financing Agreement between the EU and GoN of March 2020, in addition to the EU basket funding to PLGSP of € 28m, the EU has earmarked a separate budget of € 2 for a complementary technical assistance project: the European Union Support to Inclusive Federalism (EUSIF) project.
The EUSIF Project Objective is to “provide impetus to strengthening the inclusiveness and responsiveness of Provinces and Local Governments to the diverse needs of people, especially women, historically excluded and marginalized groups, and to augment PLG provision of inclusive, good quality and sustainable basic services”. EUSIF will thus complement PLGSP efforts in enhancing inclusiveness, accountability, and sustainability of functioning of PLG systems and procedures with focus on Green, Resilient and Inclusive Development (GRID) approach. The project will engage specifically on PLG capacity for providing quality and sustainable services to all people as well as strengthening people’s voice in inclusive and resilient service design (demand) and on PLG performance accountability and transparency towards realizing people’s rights (especially for historically excluded and disadvantaged groups).

EUSIF Project Output is “Performance of Provincial and Local Government systems and staff is inclusive and responsive to the diverse needs of people, especially women, historically excluded and marginalized groups”. The EUISF Project Results are:

Result 1: Inclusiveness, Community Benefit and Sustainability of Local Government and Ward Basic Services enhanced in line with Green, Resilient and Inclusive Development objectives.

Result 2: PLG data management, monitoring and reporting systems are evidence-based and enable achieving PLG Green, Resilient and Inclusive Development objectives.

Result 3: Capacity of Provincial Centres for Good Governance attuned to PLG Green, Resilient and Inclusive Development and Basic Service Delivery; and

Result 4: Capacity of Local Government Associations enhanced for evidence-based advocacy and representation of Local Government Voice.

EUSIF Project Approach:

The Project aims foremost to enrich implementation of PLG systems and procedures for federal institution building and to initiate a multi-stakeholder learning process for accessing and scaling (largely) already available good practices. The Project will therefore (i) work closely within the ongoing federal reform process at Provincial and LG levels, to ensure pragmatic and relevant action in support to PLGs; (ii) capture and translate good practice from multiple sources into the present reality of PLG functioning; and (iii) create an intense collaboration and cross-learning way of working with the Provincial PLGSP TA teams to strengthen and embed overall PLG federalization support efforts. The Project approach is thus aiming to facilitate ‘structural transformation’, ‘leaving no one behind’, ‘systems thinking’ and ‘new cultures and ways of working’. EUSIF will be implemented initially in Karnali as the ‘Pilot-Province’, not only to capture, package and apply good practice and knowledge but also to test and document approaches to embedding such practice and learning within PLG systems and processes and service delivery. Successes from the EUSIF pilot in Karnali will then be scaled through PLGSP and partners into other Provinces.

The European Union funded project will be implemented by UNDP in close collaboration with the Ministry of Federal Affairs and General Administration (MoFAGA) and the Provincial Government of Karnali Province. Coordination and partnership will be established with LGs, PLGSP, LG associations, development partners, projects, (I)NGOs, civil society/community organizations and other stakeholders working at the local level on local governance and inclusive federalism. The total duration of the project is from 1 January 2022 to 31 August 2024.

Project Implementation Structure:

The Project Management Unit (PMU), comprising the PMU staff and TA team, will be based in the UNDP Field Office in Surkhet, capital city of Karnali Pilot-Province. The PIU will be led by the Team Leader cum GRID Advisor, who is responsible for implementation of all project activities and day-to-day management and decision-making for the project, as well as ensuring that the project produces the agreed output and results. The project TA team and support staff based in Surkhet is directly accountable to the Team Leader. For national level liaison and coordination with MoFAGA, EU, other PLGSP donors and further stakeholders, a Kathmandu based Inclusive Governance Specialist will further act as project liaison and coordination officer.

 

Duties and Responsibilities

Under the strategic guidance of the Team Leader, the Project Operations Associate will report to and work under the direct supervision of the Administration and Finance Office. S/he will also work closely with the Portfolio Associate of the Governance and Rule of Law Portfolio.

Under the Strategic Guidance of the Team Leader and direct supervision of Administration and Finance Analyst, he/she will be responsible to provide support for organizing all project events, prepare logistics for training/workshops and document all the information. Furthermore, he/she will also support the TA team with design and implementation of work plan activities, organise and support TA and stakeholder activities, and provide qualitative inputs to progress reporting.

Key tasks:
Assist in the formulation of the annual and quarterly work plans with particular attention to human resource (HR) and procurement plans.
Support the timely and effective implementation of HR and procurement plans by preparing all necessary documents as per UNDP rules and regulations.
Undertake quality assurance of programme procurement, i.e. technical bids, financial bids, proposals and contracts.
Handle petty cash and reimbursement of petty cash bills from Programme Management.
Be responsible to maintain all financial transactions by keeping proper accounts, invoices of the regular expenditures.
Assist in budget revisions as and when required and assist in preparing quarterly financial reports.
Provide support to monitor budget expenditures as per approved budget, as well as progress monitoring of work plan implementation and result achievement and progress reporting.
Support in audit exercise commissioned by UNDP and EU verification mission commissioned by EU.
Support in drafting internal and external correspondence especially related to procurement, recruitment, resource mobilization, partnership building, etc.
Support in organizing workshops, seminars, trainings, and other events, including arrangement for venues, logistics, transportation and documentation of events.
Support in planning and coordination for the other programme activities.
Arrange external and internal meetings (including meetings between government and development partners) with government, non-government, UN agencies, development partners and other potential partners and stakeholders, and maintain minutes of all programme related meetings.
Provide logistical support in organizing Project Board meetings and ensure all programme related materials are properly documented and easily accessible in preparation for meetings.
Maintain a filing system/archiving for the programme to ensure all programme related materials are properly documented and easily accessible.
Make travel arrangements for the Programme Team, including travel requisitions and claims.
Assist in maintaining contracts issued to third party to conduct research, studies and dilaogues.
Undertake other financial and administrative tasks assigned by the supervisor; and
Assist in ensuring gender and inclusion issues in managing events and preparing reports where ever possible.
Gender and Social Inclusion ( GESI)

Ensure GESI is mainstreamed in the budget, AWP, procurement and HR plans, and all other administrative work to be undertaken by the project.
Fully comply with UNDP’s GESI policy and zero tolerance for sexual and gender based violence.

 

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 and Technical Competencies:

Business Direction and Strategy: Business Acumen and Commercial Thinking: Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome, Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks.
Business Direction and 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 Development: Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.
Business Management: Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
Business Management: Resource Management: Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity.
Administration & Operations: Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
Administration & Operations: Asset Management Focal Point: Maintaining proper records of issuance and return of office equipment to personnel both asset and non-asset items including disposal, transfer, etc.
Administration & Operations: Vehicle Management: Support office in managing its fleet.
Administration & Operations: Events Management (including retreats, trainings and meetings): Support office with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Administration & Operations: Travel Policy and Procedures: Interprets travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters.
Audit & Investigation – General: Verbal and written Communication: Ability to effectively communicate both verbally and in writing to convey key facts and findings.
Finance: Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
Finance: Anti-fraud and Anti-bribery and Corruption: Anti-bribery and corruption: Understands the policy and best practice relating to anti-bribery and corruption controls and ensures these are implemented and widely understood within the organization.

 

Required Skills and Experience

Education:
High School or Bachelor’s degree in Management, Finance, Accounting, Administration, Human Resource Management or any other relevant areas.
Experience:
Six years of experience for High school and three years of experience for Bachelors’ degree in the field of administration, and finance and procurement.
Knowledge of UNDP’s project planning, project finance, and project management procedures will be a strong asset.
Knowledge of and familiarity with the UNDP project operations would be an added advantage.
Experience in administration of projects and development programme.
Operating knowledge of ATLAS would be an added advantage.
Excellent knowledge of computer including MS Office (Word, Excel and Power Point etc).
Experience of working with provincial and local governments will be an advantage.
Language Requirement:
Good written and oral communication skills in English and Nepali.


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