Project Associate, SC (Strengthening Sme Business Membership Organizations), Kyiv, Ukraine

Closing date: Thursday, 30 April 2015

PROJECT ASSOCIATE, SC (STRENGTHENING SME BUSINESS MEMBERSHIP ORGANIZATIONS)
Location : Kyiv, UKRAINE
Application Deadline : 30-Apr-15
Type of Contract : Service Contract
Post Level : SB-3
Languages Required
Duration of Initial Contract : 12 months with possible extension
Background
Ukraine is a country with a very challenging business environment, especially for Small and Medium Enterprises (SMEs). Around 10% of GDP is produced by SMEs, whereas in developed market economies this figure exceeds 50%. There are excessive regulations and inconsistencies in the norms and requirements governing the SMEs. Ukraine has also a negative track record in permits giving and licensing processes which are overall non transparent and prone to corruption practices.
The voice of SMEs
asking for a simplification of business regulations and, in general, a better business climate is not heard, partially because of the weak institutional capacity of structures that are called to represent their interests.
Therefore, the Project aims to accelerate the development of the SMEs sector in Ukraine by strengthening the capacities of the Business Membership Organizations (BMOs) that will contribute to the reinforcement of a much needed dialogue between the private and public sectors. BMOs generally refer to organizations with companies or individual entrepreneurs as members and include business associations, chambers of commerce, federations of business associations, employers' clubs, and so on. To be a strong and reputable representative of the private sector to the public sector, BMOs must be able to advocate member interests and concerns; be strong organizations with proper governance structures; and respond to member needs by delivering high quality and affordable services and information.
The Project is to design and deliver a tailored capacity development programme to selected BMOs throughout Ukraine to help improve their institutional/organizational/financial capacities to represent interests of the private sector and facilitate a more active, responsive, professional and policy-oriented dialogue between public and private sectors.
The project is expected to positively impact on the ability of BMOs to attract members, promote constructive cooperation with governmental structures and to contribute to policy development leading to SMEs sector growth. Increased membership of BMOs coupled with higher institutional effectiveness, resulting from the support received from the Project will contribute to the financial sustainability of BMOs and spur mobilization of the entrepreneurs, therefore strengthening the 'collective voice' of business.
The Project will be implemented through 4 interconnected components dealing with the BMOs' capacities building, good governance, improvement and expansion of services provision, advocacy and effective cooperation with the government at all levels.
Aiming at supporting the effective and efficient implementation of the project activities, UNDP Ukraine invites highly qualified and experienced Ukrainian professionals for the post of Project Associate to enhance technical performance of the project with an accent on finance, logistics and communication aspects.
Duties and Responsibilities
Under the supervision of the Project Manager the Project Associate will be responsible for the following key tasks
Administrative Assistance

• Perform administrative support functions to facilitate the implementation of project activities, including personnel matters, attendance records, travel arrangements, facilitating missions, office maintenance, reception/registry, procurement, contracting, communications, inventory;
• Support smooth operational running of the project by following established operational rules and procedures, including preparation of the supporting documentation for contracts and payments;
• Provide support in the preparation of the project annual and detailed implementation work plans and reports in timely and quality manner based on the requirements of the UNDP and project donors;
• Support project recruitment and personnel management; Assure due selection process is in place through advertisements in mass media. Collect the documentation required for the recruitment and contract extension;
• Participate in data collection, analysis and maintenance of projects related data base and files;
• Participate in project activities preparation (meetings, round tables, conferences, other public activities), implementation and follow up;
• Provide logistical support, including travel arrangements, accommodation, visas, tickets, etc.) to the project staff;
• Provide full support to project monitoring, evaluation and audit missions, as well as missions of experts;
• Keep accurate electronic and paper filing, information and records systems;
• Keep updated project inventory and assure that UNDP regulations on the equipment use, storage and proper maintenance are adhered. Assure that the project equipment transfer/disposal is being done in accordance with UNDP rules;
• Maintain contacts with the national executing agency on a variety of the project related issues;
• Liaise with UNDP Operations on a variety of the operations related issues: finance, procurement and human resources;
• Provide assistance with project documents translation and interpretation as needed;
• Maintain stationery and office supplies, purchase office equipment when needed;
• Handle project telephone enquiries and correspondence;
• Assure that due security measures are in place with regard to the project office;
• Perform other duties as assigned by the project and/or UNDP management.

Financial and Procurement Assistance

• Provide day-to-day management of the project financial operations in accordance with UNDP rules and regulations and relevant SOPs;
• Prepare and monitor operations budget, assist in preparation of project budget and maintain necessary budgetary controls and records;
• Prepare accurate budget revisions;
• Prepare requests for financial authorization to UNDP CO in accordance with the approved project budget;
• Ensure process of payment requests and payments within the limits of the financial authorizations;
• Prepare accurate financial reports, including monthly and quarterly disbursement reports and financial reports for donors;
• Monitor expenditures and prepare financial reports and forecasts;
• Maintain a project petty-cash system with accurate petty-cash records.
• Facilitate the process of procurement and delivery of project goods and services;
• Maintain the filing system;
• Ensure timely corrective actions on POs with budget check errors and other problems;
• Assist project management in preparation/revision of Project Implementation Plan.

Communication Assistance

• Maintain updated database of project counterparts, contractors, consultants, suppliers, collect relevant information on best services and expertise providers;
• Review press and publications for articles of interest to project and circulate them to project staff;
• Liaise with communication staff of other projects and UNDP Country Office;
• Participate at UN communications group meetings;
• Serve as a focal point for relations with the Programme Section Communications Unit; conveys project news for publication at the UNDP website;
• Contribute to the development of the project promotion and information materials such as leaflets, brochures, newsletters, and ensure quality and timely of their production;
• Ensure proper editing of promotion materials and assure that project promotion materials meet UN communications requirements;
• Ensure wide and target distribution of information materials produced;
• Assure that project information is kept updated on SharePoint and UNDP web-site;
• Prepare project related correspondence, maintain contacts with governmental and non-governmental institutions, local authorities, NGOs, academia, etc;
• Facilitate project related training/learning activities.

Measurable outputs of the work assignment
Relevant outputs of the project annual work plan are fully and timely implemented.
Timely and quality administration and finance assistance to the Project Manager.
Accurate electronic and paper filing of project's documentation, information, reports and records as required by the UNDP Project Operational Policies and Procedures and UNDP Standard Operating Procedures.
Database of project counterparts, contractors, consultants and suppliers is developed and maintained.
Relevant press review is conducted and summarized.
Performance Indicators for evaluation of results
Knowledge, full and appropriate use of UNDP Project Operational Policies and Procedures and UNDP Standard Operating Procedures during implementation of the Project.
Quality of the logistical, financial and procurement assistance provided.
Level of partnership building capacities and networking (skills) with project's stakeholders.
Number and nature of facilitated project's communication activities.
Competencies

• Good interpersonal communication skills,
• High sense of responsibility to ensure that operational objectives, policies and requirements are met;
• Ability to work effectively as part of a team,
• Good facilitation skills;
• Familiarity with UNDP project management procedures and experience with ATLAS will be an advantage;
• Excellent usage of computers and office software packages;
• Proven writing and communication skills.

Required Skills and Experience

• University Degree in Business Administration, Management, Economics, Finance, Linguistics, or other related field;
• At least 4 years of practical experience of working in the field of administration and finance and/or other related fields preferably in international organizations/projects;
• Experience in communication/PR will be considered as an asset;
• Fluency in English, Ukrainian/Russian is required.

Application Instructions:

• Click on the 'Apply now' button.
• Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. You can type in or paste your Resume into the last box.
• Upon completion of the first page, please hit 'submit application' tab at the end of the page. On the next page, you will be asked to upload your Resume. Instead of uploading your Resume, please submit a fully completed and signed UNDP Personal History Form (P-11). When completing the Form and, even though not currently requested, please include email addresses for your Supervisors.
• Without the completed and signed P11 your application will not be considered. The UNDP Personal History Form can be downloaded at link . Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued.
• Only short-listed candidates will be contacted and please ensure that copies of your educational qualifications are available when contacted.

This is a locally recruited position and no expatriation benefits will apply.
DEADLINE FOR APPLICATIONS IS 30 APRIL 2015.
UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. Applications may only be submitted for specific vacancy.
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.