Project Associate

United Nations Development Programme (UNDP)

19d ago

Job
Full-time
Junior Level
Logistics
Business, Operations & Strategy
Bonn

AI generated summary

You need a relevant Bachelor's degree, 1+ years of experience in project support or procurement, fluency in English and French, and skills in data analysis and office software.
You will support project procurement, manage contracts, maintain databases, ensure compliance with UNDP policies, analyze market information, and facilitate workshops and reporting.

Requirements

Bachelor’s degree in Business Administration, Industrial Engineering, Accounting, Data Analysis, Computer Science, Social or political science, International Development, or any related filed is required.
Experience in the usage of computers and office software packages and knowledge processing platforms is required.
Fluency in both English and French languages is required.
Working knowledge of another UN language is an advantage.
Experience in procurement (specially in reviewing ToRs) will be an asset.
Experience in digital data analysis, collection, storage, management, sharing will be an asset.
Experience working with different project management platforms will be an asset.
Experience working in finance or budgetary control will be an asset.
Understanding of UN/UNDP rules and procedures or experience of completing UN assignments will be an asset.
A minimum of one (1) years’ relevant work experience with bachelor’s degree in project support and/or procurement and/or contract management and/or contract administration and/or logistics and/or supply chain management is required.

Responsibilities

Overall technical, administrative, and logistical support to project activities with the following expected results:
Supports to facilitate internal clients’ needs particularly in the area of procurement planning, contract management, and procurement processes, conducted by SDG Campaign.
To support to facilitate the elaboration and implementation of contract strategy, sourcing strategy, quality management, supplier selection, and improvement of procurement processes.
Safeguards, updates and organizes the content of the external resources available for the projects.
To keep updated the external resources available for the projects such as the Terms of Reference (ToRs) library.
Supports the review of all procurement plans and helps identify and recommends the potential for consolidation of procurements for similar requirements to reduce transactional volume and procurement lead-time, also considering the potential for economies of scale, through the establishment of LTA's, (long term contracts) for the most recurring purchases.
To support the operations team by proposing procurement strategies based on consolidation of needs of the same (e.g. LTA's, long term contracts, etc.) to reduce the volume of processes and increase the efficiency of procurement operations.
Helps identify innovative platforms and tools available to improve SDG delivery at local level.
Helps set up a monitoring framework for the status, results, milestones for the project implementation and capacity development.
To constantly propose innovative platforms and tools to help improve the operations processes.
To set up a monitoring framework for the status, results, milestones for the project implementation and capacity development.
Supports the team in the development and management of the necessary tools (including internal Standard Operating Procedures) to streamline business procedures, e.g. updating and maintaining the data bases for different type of contracts including ICs, IPSAs, contract for goods and services, POs, Rosters, etc.
To support develop and manage the different tools (including internal Standard Operating Procedures) to streamline business procedures, e.g. updating and maintaining the data bases for different type of contracts including ICs, IPSAs, contract for goods and services, POs, Rosters, etc., creating templets to standardize the work, etc.
Supports the conduct of supply market analysis to understand how the market works, the direction, the competitiveness of the market, the key suppliers and the value that suppliers place on the organization.
To support the operation team by helping identify potential suppliers for the different procurement process through market research.
Supports the Project Analyst and the operations team by receiving, reviewing and editing Terms of References (TORs) sent by the project teams to procure different items such as services/goods/individual consultants considering UNDP´s policies and procedures, rules and regulations.
To propose additional tasks and sub tasks to be included as part of the TORs by constantly seeking for examples and suggesting improvements in such a way that it will maximize the efficiency given the limited resources considering compliance with UNDP´s policies and procedures, rules and regulations.
Support to the project team in implementation of project procurement processes with the following expected results:
Registers each process and ensures that it is recorded in accordance with the numbering system and priority schedules and projections.
To update the project coordination mechanism (excel, online collaborative platform, sharing filing systems, etc.) accordingly.
Creates a requisition in the online management system (Quantum) for each process according to the numbering system using the correct budgetary category as established in the project budget.
To create a requisition for each process in the online management system using the correct budgetary category as established in the project budget and record it accordingly.
Updates the status of the procurement implementation plan, including inputting times for deliverables of different contracts and monitoring contract implementation according to the established times.
To update the project coordination mechanism (excel, online collaborative platform, sharing filing systems, etc.) accordingly.
Supports the oversight of procurement processes including preparation and management of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
To support with the analysis of information required in the preparation of procurement plans and monitoring of its implementation.
To support SDG Campaign with the preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
Updates the status of the procurement and relevant plans accordingly.
The Project Associate is responsible for assuring that the project coordination mechanism (excel, online collaborative platform, sharing filing systems, etc.) is up to date at any given time.
To input the correct data in the project implementation tools, according to the procurement processes status so all project stakeholders, including the project team, the beneficiaries, the donor and the project consultants have access to the status of each procurement process at any moment in time.
Support to business process quality assurance with the following expected results:
Updates the expenditures against project budget.
The Project Associate will check on the state of commitment of expenditures for each of the budget lines and inform the necessary partners about the status of budget and procurement implementation, so all project stakeholders know the status of their allocated budget at any moment in time.
To track disbursements in accordance with the project budget and procurement plan and update the data accordingly in the project monitoring tools.
Liaises with the financial unit once the contracts are finalized to follow up on the timely submission of invoices; maintenance of the internal expenditures control system which ensures that processed invoices are matched and completed, and transactions are correctly recorded in the project online management system for payment.
To update the internal expenditures control system which ensures that processed invoices are matched and completed, and transactions are correctly recorded in the project online management system for payment.
Safeguards, updates and organizes the content of the relevant internal databases for all processes, such as Terms of reference, case files, conflict of interest, notes to file, etc.
Internal recourses are maintained in accordance with approved filing procedures, and current policy.
Monitors and supports with the correct filing of documents in the shared folders of the project, including information relevant to the procurement process.
Provides timely reporting and participate in the drafting ad-hoc of the administrative, technical and financial reports.
To provide timely reporting and participate in the drafting ad-hoc of the administrative, technical and financial reports.
Overall support to the project team with the following expected results:
Supports project implementation and replication of experiences of local governments wishing to increase citizens participation and public services and public policy co-creation.
To support the elaboration of knowledge products able to help UNDP to improve their support to municipalities contracting PPPs for public service delivery.
Elaborate and advise on legal instruments and pricing models for PPPs.
Supports the promotion of exchange of experiences amongst participating local governments on innovative PPPs to achieve the Agenda 2030.
To help increase citizens usability and participation into local service delivery.
Provides support and resources to the projects on UNDP Procurement Standards and Procedures, according to their specific knowledge and experience as required.
To support the organization of workshops, meetings on procurement and contracting issues with projects staff, counterparts as well as the required documentation for these meetings.
Keeps updated and in constant learning of regarding UNDP’s Programme and Operations Policies and Procedures (POPP) and applies them as required.
To maintain constant learning through mandatory courses from headquarters and updates to UNDP’s Programme and Operations Policies and Procedures (POPP) and applies them as required.

FAQs

What is the role of the Project Associate in the UN SDG Action Campaign?

The Project Associate provides overall technical, administrative, and logistical support for project activities, focusing on procurement, contract management, monitoring, and streamlining business procedures to facilitate the implementation of the Sustainable Development Goals.

What are the key responsibilities of the Project Associate?

Key responsibilities include supporting procurement processes, maintaining project databases, conducting supply market analyses, ensuring compliance with UNDP policies, and facilitating communication among project stakeholders.

What educational qualifications are required for this position?

A Bachelor's degree in Business Administration, Industrial Engineering, Accounting, Data Analysis, Computer Science, Social or Political Science, International Development, or any related field is required.

Is work experience required for this position?

Yes, a minimum of one (1) year of relevant work experience in project support, procurement, contract management, or related fields is required.

What language skills are necessary for this role?

Fluency in both English and French is required, and working knowledge of another UN language is considered an advantage.

Are there opportunities for professional development in this role?

Yes, the Project Associate is expected to maintain constant learning and stay updated on UNDP’s Programme and Operations Policies and Procedures through mandatory courses and updates.

What is the approach of the UNDP regarding diversity and inclusion?

UNDP values diversity and encourages qualified applicants from all backgrounds to apply, ensuring an inclusive workplace where all personnel can thrive and benefit from career opportunities.

Does the UNDP allow for flexible work arrangements?

Yes, the organization supports hybrid work arrangements, allowing for a combination of remote work and in-office presence.

Is experience in procurement considered an asset for this position?

Yes, experience in procurement, particularly in reviewing Terms of References (ToRs), is an advantageous asset for candidates.

What type of reports is the Project Associate responsible for?

The Project Associate is responsible for providing timely reporting and participating in the drafting of administrative, technical, and financial reports as needed.

United Nations Development Programme (UNDP)

Government

Industry

10,001+

Employees

Mission & Purpose

The United Nations Development Programme works in nearly 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results. DISCLAIMER: The United Nations Development Programme (UNDP) does not guarantee the truthfulness, accuracy, or validity of any comments posted to its social media outlets (blogs, social networks, message boards/forums, etc.). Users must not post any content that is obscene, defamatory, profane, libelous, threatening, harassing, abusive, hateful or embarrassing to any person or entity. UNDP reserves the right to delete or edit any comments that it considers inappropriate or unacceptable, and to delete off-topic comments in order to foster conversations about the topics shared on this page.