Project Assistant

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

UNDP in Cyprus works to support the ongoing peace and confidence building process between the communities of Cyprus. Since 2001, the UNDP programme in Cyprus has been delivering mainly EU funded interventions, to support Greek Cypriots and Turkish Cypriots, encouraging dialogue and cooperation, and supporting the development of environmental, economic and social infrastructure on the island.

As Such UNDP In Cyprus Provides a Diverse Package Of Programmatic Services To a Range Of Partners Which Contribute To Building a Conducive Environment For The Peace Process. In Particular, The Implementation Of Confidence Building Measures Contributes To The Building Of Trust Between The Two Communities While Demonstrating To The Public At Large That The Communities Can Work Together On Critical Issues That Are Of Importance To All Inhabitants Of Cyprus Across Three Focus Areas

• Empowering communities to protect cultural heritage
• Strengthening inter-communal mechanisms
• Improving environmental, social and economic infrastructure

Under the general guidance and direct supervision of the Project Analyst, The Project Assistant works for the support to project(s) assigned with matrix reporting line in close collaboration with the operations, programme / projects’ staff in the office to exchange information and ensure consistent service delivery. The Project Assistant provides services ensuring high quality, accuracy and consistency of work. The Project Assistant promotes a client-oriented approach consistent with UNDP rules and regulations.

Duties And Responsibilities

Summary of Key Functions:

• Administrative support to the project management;
• Facilitation of knowledge building and knowledge sharing.

Impact Of Results

The key results have an impact on the efficiency of the unit and delivery of the project.

• Administrative support to the project management;
• Provides administrative support to the project manager in management, procurement, human resources and financial topics;
• Support to resource mobilization and follow-up of progress;
• Screening of incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible;
• Provides support to the project manager by organizing the meetings and missions; takes and follows up on the minutes;
• Support in communication with external parties such as implementing partners, government offices, donors, and authorities;
• Provides support on operational requests, follow up on deadlines and actions to be taken;
• Assist in preparation of project proposals, closures and reports;
• Support in management of contracts, monitoring contractual milestones and contract balance, informing relevant parties for required follow up actions;
• Supports the coordination of the recruitment processes, and follow up with the induction checklist;
• Collects and compiles, on a monthly basis, the list of the activities, expenditures and results achieved during the previous month as compared to the work plan, and submits monthly expenditure reports and other related documents;
• Review of project payment request, obtain certification for receipt of service/good/work and fill required form and information for the approval of the project manager;
• Support in the request of Purchase Orders for the contracts signed;
• Provides support to the project manager in the update of projects in UNDP software, preparation of required budget revisions, revision of project award, project status and risk register;
• Creation of requisitions in UNDP software, budget check register of receipts;
• Assists in the preparation of terms of reference / specifications for the services, goods and works requested by the project;
• Interact with vendors to exchange information on services, local shopping, tenders, quotations and payments;
• Support in the preparation of the procurement plan;
• Participation to tender evaluation and selection panels if appointed;
• Support in maintaining asset and inventory records including period disposals;
• Support in the organization of assurance activities including audits and spot checks to implementing partners / responsible parties;
• Adherence to appropriate protocol and correspondence guidelines by office team when communicating with authorities and other external partners;
• Maintenance of the filing system ensuring safekeeping of confidential materials;
• Provides support to maintenance of contacts with the stakeholders and project files;
• Contributes to paperless office and archiving;
• Perform any other tasks assigned by the supervisor.
• Facilitation of knowledge building and knowledge sharing.
• Participation in the trainings for the operations/ projects staff on programme;
• Synthesis of lessons learnt and best practices in project;
• Contribution to knowledge networks and communities of practice;
• Communicate training material with project personnel / team and keep track of training progress;
• Works with team members on new initiatives and existing processes to support her/his learning and building necessary skills and competencies.

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 (insert up to 7 competencies)

Thematic Area Name Definition

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

General (across the functions) Event planning and execution

• Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP’s overall brand and mandate.

Business Management Customer Satisfaction/Client Management

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.

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 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.

Technical – Finance Budget management

• Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Administration & Operations Event Management

• Support projects with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Education

Required Skills and Experience

• Secondary education is required, or
• University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.

Experience

• Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of progressively responsible administrative or project experience is required

Required Skills

• Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages.

Desired Skills

• Experience of working with UN or any other international organization in a administrative position is an asset.
• Knowledge of project management processes
• Knowledge of web-based management systems is an asset.
• Knowledge of procurement procedures of national / international organizations
• Experience working in bi communal / Multi national projects is an asset.

Required Languages

• Fluency in English is required.
• Fluency in Greek is required.

Other

• Nationals or permanent residents in Cyprus are eligible.
• Valid driving license is required for the use of office cars for the official purposes
• Women candidates and people with disabilities are encouraged to apply.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.