Summary
Date Posted: Friday, January 24 2025, Base Salary: Not Disclosed

JOB DETAILS:
Job Description
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.

The JICA Grant Project titled “The Project for the Development of Basic Infrastructure in Settlements for the Displaced Persons and their Host Communities” aims to improve living conditions, resilience, and social cohesion for 42,475 forcibly displaced persons and host communities in Zambia’s Mayukwayukwa and Meheba resettlement areas. With a budget of approximately $5.9 million, the project focuses on enhancing access to essential services, promoting economic opportunities, and building climate-resilient through the provision of infrastructure over three years (2025–2027).

The project funded through UNDP and implemented by the Department of Resettlement under the Office of the Vice President aligns with Zambia’s national goals and the UN Sustainable Development Goals, particularly in sectors that include Health, Education, Water and Sanitation, and sustainable Livelihoods. Key objectives include the development of basic infrastructure, increased access to water for domestic and irrigation uses, while promoting the empowerment of women, youths, and vulnerable groups.

Duties and Responsibilities
The Project Associate will undertake the following tasks;
Support implementation of project strategies and implementation of project work plans
• Ensure project’s administrative and financial activities comply with UNDP rules and regulations.
• Support development and preparation of result – oriented work plans, Annual Work Plans (AWPs), critical paths and other project management tools, and;
• Provide support to the implementation of the internal standard operating procedures (POPPs) in the project.
Provide effective administrative and logistics support to the project in compliance with UNDP rules and regulations policies and strategies
• Coordinate the arrangement of appointments and meetings, including compilation of briefing and presentation materials, speeches, ground information and documentation;
• Support preparation of budgets for the project activities;
• Support the project in the procurement process including preparation of Request for Proposals (RFPs), Terms of Reference (TORs), receipts of quotations, bids for proposal and their preliminary evaluation;
• Prepare Purchase Orders (POs) and non – PO vouchers;
• Arrange travel and hotel reservations, obtain necessary travel authorizations as required;
• Provide administrative support to organization of conferences, workshops and retreats as required;
• Support management of 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 inventories of the project and support annual physical verification by checking the accuracy of records and location of property;
• Maintain filing system ensuring safekeeping of confidential materials and documents;
Provide effective support in financial management focusing on quality assurance
• Undertake, in collaboration with the Finance Team, timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
• Create requisitions and register of good receipts in Quantum;
• Make budget checks for requisitions, POs and vouchers;
• Support the establishment of the Monitoring and Evaluation Systems that enable the project have timely and accurate information;
• Support the Finance Team in monitoring the implementation of outstanding balances of direct cash transfer to partners through Quantum system and provide necessary advice and recommendation to the Project Manager.
Support to donor relations and reporting
• Draft cost-sharing agreements, partnership and implementation agreements to support resource mobilization efforts;
• Ensure that donor reporting is made in a timely and quality manner; prepare and check the financial reports for donors, monitor use of cost sharing funds and other resources;
• Maintain and keep (original) donor and partner-related documentation of the projects (e.g. correspondence, donor reports).
Participate in knowledge building and sharing activities of the Project
• Provide orientation to project staff and implementing partners on the administrative and financial procedures;
• Contribute to the project’s knowledge management and learning agenda.
Institutional Arrangement
• The incumbent will work under the direct supervision of the Project Manager, Sustainable Resettlement Programme in the Inclusive and Sustainable Growth Unit.

Competencies
• ACHIEVE RESULTS – LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
• THINK INNOVATEVELY – 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 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
• Operations Management: Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms.
• 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
• 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 channel
Partnership management
• Relationship management: Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding
Administration & Operations
• Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
• Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Required Skills and Experience
Education:
• Secondary education is required; or Bachelor’s degree in Public Administration, Business Administration, Development studies, or a related field

Experience:
• Minimum six (06) years with Secondary education or three (03) years with Bachelor’s degree of relevant professional experience in providing administrative, operational and financial support to projects, knowledge management and support to donor relations and reporting preferably in the international development/NGO sector.
• Work experience in administration and support of donor projects for specific cooperating partners and government counterparts’ would be an advantage.
• 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.
• Knowledge and experience in relevant thematic area.
• Experience in working, liaising, and collaborating with UN agencies, governments, NGOs, civil society organizations, and public international organizations.
• Knowledge of capacity building theory and capacity building/assessment methodologies.
• Experience working on humanitarian and development programmes and projects at the national or international level
• Knowledge of relevant UN/UNDP Processes and Procedures is desirable
• Demonstrate good communication and interpersonal skills and should be culturally and politically sensitive in the work with counterparts and be able to work at all levels
• Experience in supporting donor relations and reporting


Work Hours: 8

Experience in Months: 72

Level of Education: Bachelor's degree

Job application procedure

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