Project Associate

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World Health Organization (WHO)


JOB DESCRIPTION

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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.

Organizational context

The UN Secretary-General launched on 1 January 2019 a bold and new global reform that repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator – the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at the country level – support countries in the achievement of their development priorities and the attainment of the SDGs. The position is in Gambia’s United Nations Resident Coordination Office (RCO).

The PBF support has helped catalyze critical peacebuilding processes in a very short period, helping to ensure that the country did not descend into violence during this fragile transition period, including the 2021 presidential elections. Thanks in part to PBF assistance, and with the technical support of UN agencies alongside the government’s commitment and participation, commendable progress has been made in sustaining peace, particularly in the areas of transitional justice, constitutional review, security, judicial and civil service reform, women and youth empowerment and participation, returning migrants and economic development.

A dedicated PBF Joint Steering Committee was established on the 21st of August 2023 to provide strategic guidance on the PBF portfolio and strengthen coordination, monitoring, and evaluation of the portfolio towards achieving the project results.  The Joint Steering Committee (JSC) is the primary decision-making body overseeing PBF-supported projects. The JSC is Co-chaired by the United Nations Resident Coordinator, the Secretary-General, and the Head of the Civil Service of the Gambian Government. Its membership comprises key coordination Ministries, Development Partners, Bilateral and Multilateral partners, donors, and civil society.

The work of the PBF Secretariat will be guided by the peacebuilding priorities established during the re-eligibility application and the associated Strategic Results Framework for the period 2024 – 2028.

Scope of Work:

1. Support the PBF Secretariat team to ensure effective project planning and implementation:

  • Provide comprehensive support in all aspects of project implementation in accordance with the project documents, annual work plans and other agreements between UNDP and responsible partners. Ensure quality of delivery by consultants, beneficiaries, and contracted companies; and communicate findings to the supervisor;
  • Compile and summarize information and data for the formulation of project work plans, draft annual/quarterly budgets, proposals on implementation arrangements, and on other specific project related topics or issues;
  • Ensure that project documents and MoUs are in line with UNDP corporate standards and requirements;
  • Set new project in Quantum, including budget structure and transfer of existing and new funds;
  • Implementation of control mechanism for PBF Secretariat project through monitoring budget preparation and modifications, budget vs ASL, follow up to ensure fund availability at fund level (cash limits & ASLs);
  • Track approval processes for project documents, approval processes, requests for advance and sending to Quantum;
  • Keep up to date with changes in UNDP programming; project budgeting and accounting (IPSAS);
  • Ensure project annual work plans in Quantum are in accordance with budgets prior to committing resources (send to KK function);
  • Harmonize reporting and accounting practices for budgeting and key financial performance indicators of the PBF Secretariat;
  • Monitor accuracy of financial information of the PBF Secretariat and safeguards to eliminate fraud;
  • Assist in arranging logistics and coordinating with related stakeholders for organizing workshops and meetings as when required;
  • Assist in coordination of planned events of the PBF Secretariat.

2. Ensure implementation of operational and financial management strategies and procedures:

  • Ensure compliance of project business processes with UNDP Project Operational Policies and Procedures (POPP) and UNDP Standard Operating Procedures (SOP). When necessary, provide guidance to project staff on business processes, administrative and other requirements and procedures;
  • Prepare and monitor project budgets using Quantum;
  • Regularly analyze and report on budget approvals and the status of development and management projects;
  • Keep track of project expenses and commitments, and provide relevant financial information to support project implementation. If necessary, suggest corrective actions and draft correspondence related to finance, operations, or budgetary issues;
  • Manage project financial resources in accordance with UNDP rules and regulations by planning, guiding, monitoring, and controlling them;
  • Prepare monthly expenditure reports, perform financial analysis and oversight for all resources managed, and provide high-quality professional advice to project staff;
  • Ensure that project budgets are properly set up to account for GMS components;
  • Participate in project formulation to ensure appropriate cost recovery mechanisms are in place;
  • Ensure proper planning, expenditure tracking, and financial resource audit in accordance with UNDP rules and regulations;
  • Provide the PBF Programme Coordinator with key financial data on a regular basis to facilitate early identification of problem areas and suggest remedial actions;
  • Monitor financial exception reports for unusual activities and transactions, review anomalies or unusual transactions, and provide information to supervisors for further action;
  • Assist in implementing effective risk management for the project with a well-documented risk mitigation plan in place. Support monitoring of previously identified and emerging risks.

3. Ensure effective administrative and logistical support:

  • Engage partners, visitors, and project personnel, arrange appointments and meetings, act as an interpreter when required, and/or take minutes;
  • Maintain financial records/ documents/ files relating to the project in a user-friendly manner;
  • Be responsible for assigned correspondence and other admin tasks including creating E-requisitions;
  • Assist in arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards, and other documents;
  • Assist in the organization of field and study visits, missions, workshops, roundtables, conferences and retreats;
  • Arrange vehicle transportation, regular vehicle maintenance, and insurance;
  • Assist in proper control of supporting documents for payments and financial report;
  • Proper receipting of goods and services;
  • Preparation of routine correspondence, faxes, memorandum, and reports to partners;
  • Extracting, inputting, copying, and filing data from various sources as required;
  • Maintain a proper filing system for financial records ensuring safekeeping of confidential materials;
  • Assist in organizing, executing, and coordinating logistical requirements by drawing up an event timeline, programme schedule, and checklist for the successful holding of events;
  • Manage office stationery supplies, including maintaining a stock list of stationery, distributing stationery as required by staff, and keeping a distribution log.

4. Provide support to office maintenance and assets management, focusing on the achievement of the following results:

  • Maintain files and records relevant to office maintenance;
  • Provide support to the maintenance of common premises and common services.

5. Support knowledge building, knowledge sharing, and capacity building relevant to the assigned project:

  • Participate in training for the operations/programme staff;
  • Make sound contributions to knowledge networks and communities of practice.

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

Institutional Arrangements

The Project Associate works under the general supervision of the PBF Secretariat Programme Coordinator and collaborates closely with the UN RCO and the Secretariat staff.

Competencies

Core Competencies

  • Achieve Result: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work;
  • Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking;
  • Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning;
  • Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process;
  • Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously;
  • Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships;
  • Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

Cross-Functional & Technical competencies

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.
  • Project Management
    • Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
  • Risk Management
    • Ability to identify and organize action around mitigating and proactively managing risks.
  • Result-based Management
    • Ability to manage programmes and projects with a focus on improved performance and demonstrable results.

Business Development

  • Knowledge Generation
    • Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.

Procurement

  • Contract Management
    • Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Finance

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

Requirements:

Minimum education requirements:

  • Completion of secondary education/High School Diploma is required or;
  • A university degree in Business Administration, Public Administration, Economics, Political Sciences, Social Sciences, or related field will be given due consideration, but it is not a requirement.

Minimum years of relevant work experience:

  • Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant progressively responsible administrative/management or programme experience is required at the national and/or international level;

Required Skills:

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

Desired skills in addition to the competencies covered in the Competencies section:

  • Experience in preparation of financial reports and overviews;
  • Knowledge of monitoring and evaluation tools for reliability of financial reports is highly desirable;
  • Knowledge of project management processes is highly desirable;
  • Knowledge of procurement procedures of national / international organizations;
  • Experience in preparing regular project financial reports for internal and external distribution; preparing all project meeting minutes and drafting of project training evaluation reports is desirable;
  • Experience in thematic area is desirable;
  • Experience in Logistics and administrative activities such as arranging for travel and accommodation, payments, processing requests, ID cards and other documents is an advantage.

Language

  • Fluency in the UN language of the duty station is required (English);
  • Fluency in the national language of the duty station is required for local staff (any of the local languages such as Mandinka, Wolof, Fula)

Disclaimer

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.

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