Project Associate

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

On 28 March 2025, a powerful 7.7 magnitude earthquake struck central Myanmar, causing significant human and material losses across Mandalay and surrounding areas. The disaster further exacerbated existing humanitarian and development vulnerabilities, particularly in communities already affected by conflict, displacement, and poor access to essential services.

In response, UNDP launched the Earthquake Response – Community Led Recovery and Reconstruction Project to support inclusive and resilient recovery through early restoration of livelihoods, infrastructure, and essential services, with an emphasis on community leadership and local economic revitalization.

The project focuses on two key outputs:

1. Supports management and implementation of project activities focusing on achievement of the following results:

• Provide inputs in the elaboration of annual work plan of the Earthquake Response – Community Led Recovery and Reconstruction Project and update the budget on system and expenditure reconciliation as required.
• Maintaining of timetables for the Project Board/Committee meetings and provides support to organizing and holding the meetings, including the preparation and dissemination of information and follow-up.
• Assist in arranging logistics, preparing agenda and coordinating with related stakeholders for organizing workshops/trainings as and when required.
• Assist in minutes taking for programme/project meetings and in drafting research reports as required.
• Assist in coordinating of the planned events of the project.
• Provision of guidance to the implementing partners on routine implementation of project activities, tracking use of financial resources.
• Assist in drafting inputs for the project’s reports.
• Support to data collection such as project team’s inputs.
• Assist to provide documentation for auditing and spot check exercises

2. Provides effective support to project financial monitoring and management focusing on the achievement of the following results:

Project budget management through Quantum.

• Ensures budget availability for requisitions, POs and vouchers.
• Follows up on the internal expenditures control system including timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, and the unapproved vouchers.
• Supports entry of project proposals and project budgets, supports preparation of budget revisions, monitors the funds availability and to ensure the effectiveness in payment process.
• Provides inputs into periodic and ad-hoc financial reporting to CO, donors, as needed;
• Supports in monitoring the project budget and preparing project finance documents, including budget revisions.
• Provides finance-related data to support project implementation and planning.
• Drafts various correspondence concerning finance, operations and budgetary issues as required.
• Assists team members, experts and consultants, in cooperation with Programme Finance Unit on financial and other operational matters.
• Facilitates according to UNDP’s procedures for disbursement of grants advance, liquidation and regular update of resource balances/expenditures records.
• Facilitates project-related payments, including preparation and processing of PO and non-PO invoices in Quantum for goods, services, individual contractors and vehicle rental service providers, ensuring completeness of supporting documentation and compliance with the approved payment request workflow.
• Manages the project’s petty cash account, including verification and recording of payment vouchers in the cash register and detailed expenditure statement, safekeeping of cash, and timely initiation of replenishment in line with UNDP thresholds.
• Ensures timely settlement of recurring office running costs, such as electricity and internet charges, and processes travel claims and reimbursements (F-10) for project personnel.

3. Provides administrative and operational support to project implementation, ensuring quality of business processes focusing on achievement of the following results:

• Ensures full compliance with the CO business processes and UNDP’s procedures.
• Drafts HR and Procurement Plans for the project and provision of support to their implementation.
• Ensures completion of monthly leave reports and attendance records of project staff.
• Assists in preparation of drafting job creation forms; facilitates requests for recruitments/procurements and contract issuances.
• Initiates requisitions and procurement case IDs in the corporate systems upon request from the project team, and carries out micro-purchases, including preparation of price comparison and supporting documentation, in line with UNDP procurement rules and regulations.
• Ensures quality control of documents required for processing personnel or procurement actions related to the project activities.
• Prepares and regularly updates security list of project staff
• Manages logistical support to project activities, including the project’s vehicle fleet: preparation of the weekly transport plan and assignment of vehicles for field missions, scheduling of vehicle and motorcycle servicing and maintenance, monthly compilation and submission of fuel records and vouchers, and liaison with the Country Office Administration Unit on vehicle registration, licensing and insurance.
• Leads maintenance of the inventory of project assets and equipment, including issuance and return of assets against signed asset forms, timely tagging of newly procured items in coordination with the Country Office Administration and ICT Units, and maintenance of project correspondence and files.
• Supports management of the project office premises and services, including the office lease, utilities, stock of office supplies and stationery, cleaning and general maintenance, and provides advance notice to the Project Manager and the Country Office Administration Unit of contract renewal dates.
• Manages the work schedules of the project’s drivers and office support personnel, including preparation of duty rosters, coordination of daily assignments, and maintenance of attendance and leave records.
• In cooperation with Common Services and Transaction Services Unit provides support to team members and consultants on administrative and other matters, i.e. visa etc.
• Leads maintenance of all administrative, personnel and financial files and records as well as general office files.

4. Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

• Designs and maintains the filing system, including the Project Management Unit’s shared electronic workspace, and ensures accessible, accurate and comprehensive filing and archiving.
• Identifies best operational management practices and proposes ideas for achieving operational efficiencies; Shares knowledge with project teams; Promotes culture of operational excellence.
• Supports organization of trainings and learning events for project staffs on relevant topics.

Facilitates preparation of knowledge products.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

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

• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based management systems.
• Experience in administration and operational support to project implementation.
• Experience in processing financial transactions and payments in a corporate enterprise resource planning system (e.g. Quantum/PeopleSoft, SAP, Oracle).
• Experience in general office administration, including petty cash handling, asset and inventory management, and vehicle fleet or logistics coordination.
• Experience in UNDP or UN and familiarity with corporate tools.
• At least two years of experience in financial management, including cash management, report and overview.

Experience with premises and office management.

• Experience with transport fleet management.
• Proven track record of sound knowledge of procurement procedures of national / international organizations.
• Proven experience and sound knowledge of monitoring and evaluation tools.
• Experience in coordinating work schedules and duty rosters for support personnel, such as drivers and office support staff.

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

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.

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.