Associate (Projects)

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About the Organization

As the lead United Nations agency on international development, UNDP works in 170 countries and territories to eradicate poverty and reduce inequality. We help countries develop policies, leadership skills, partnerships and institutional capabilities to achieve the Sustainable Development Goals. Our work is centred around six core development areas, known as our signature solutions: poverty and inequality, governance, resilience, environment, energy and gender equality.

Job Description/Responsibilities

Under the direct supervision of Specialist – Sustainable Land Management and in close collaboration with MoEFCC & State Project Team Members, the Associate (Project) will perform the following tasks:

Programmatic support

• Provide support in preparation of Annual Work Plan (budget & financial component) including quarterly and annual targets;
• Support in the implementation, monitoring and tracking of project activities and expenditures as per the approved Annual Work Plan;
• Assist in the preparation of project documentation, reports, and presentations;
• Follow-up with project partners and donors, to guarantee smooth implementation of administrative and operational activities of the project;
• Prepare and monitor project timelines and milestones, ensuring deadlines are met;
• Follow up with Project personnel on submission and compilation of regular and timely progress reports;
• Support the timely preparation and submission of annual progress reports, donor reports, project reviews, financial reports, audit reports and any other required project reports;

Project Operational Support

• Coordinate project meetings, including scheduling, preparing agendas, and taking minutes. Organize logistics for meetings/workshops/ events;
• Establish and maintain partnerships with stakeholders (UN agencies, NGOs, CBOs, government and donors);
• Coordinate with counterpart in Central Ministries and State Departments to seek/provide project related information;
• Assist in collation and compilation of data and information from the concerned implementing partners;
• Maintaining project documents, inventory, correspondence and communications;
• Preparation of year-wise expenditure reports and projections;
• Preparation of the financial reports for submission to donors, and Government as per the requirement stipulated in the agreements;
• Process timely payments to vendors, consultant, travel and other claims of staff in Quantum (UNDP ERP System). Coordinate with vendors and UNDP finance team for timely release of payments;
• Ensure appropriate recording and accounting documentation as per the organisational requirements and preparation of required financial reports;
• Assist in preparation of RFPs, RFQs and other documents for contracting and procurement of goods and services, including maintenance and physical verification of assets;
• Facilitate preparation of financial audits and processes like annual, half yearly and quarterly financial Reports in consultation with UNDP Finance Team;
• Develop Terms of Reference for consultants/ institutions/consultancy firms to be hired to undertake project activities and help the state government/UNDP in contracting processes and monitoring contracts, follow ups with the contractors/consultants;
• Prepare database of the contracts issued for personnel, procuring goods and services, provide timely alert submission of deliverables and contract expiration & renewals;
• Follow-ups with vendors for timely submission of deliverables and invoices for settlement of payments;
• Support preparation and submission of Procurement Initiation documentation and follow-up with the UNDP procurement unit for issuance of contract.

Education Qualification/Required Skills & Experience

• Bachelor degree or equivalent in Business Administration, Finance and Commerce or any other related field.

Required experience

• 7 years of experience in financial management and general administration or programme support service.
• Sound understanding and knowledge of GEF projects will be an added advantage
• Good understanding of administrative and financial management processes with strong coordination skills
• Possesses good understanding and knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Experience of working with international organizations, NGOs/ INGOs including the UN in implementation of projects with central ministries.
• Demonstrates good knowledge of information technology and applies it in work assignments
• Excellent working knowledge of MS Office-Word, Excel, Access, Power Point, Intra-Internet, e-mail applications etc.
• Ability to build and maintain constructive relationships with colleagues (and reports where inappropriate)
• Self-motivated, with the ability to work with minimum supervision and handle tight deadlines.
• Ability to work and adapt professionally and effectively in a challenging environment.
• Ability to work effectively in a multicultural team of international and national personnel.

Languages

• English, Level: Fluent, Required
• Hindi, Level: Fluent, Required

For more information please check the Link

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