Job: Senior Project Assistant (Loan Management)

Location: Erbil
Deadline: Monday, 04 November 2013

United Nations Development Programme

VACANCY ANNOUNCEMENT

Organizational Unit: UND P Iraq Country Office

Duty Station: Erbil / Iraq

Post Title: Senior Project Assistant (Loan Management)

Post Level: SC -7

Type of contract: Service C ontract

Duration of Contract: Six months (renewable)

Deadline for application: 04 November 2013

Min Monthly Remuneration: US$ 2,578.16 (Including Pension)

Organizational / Project Context:

Under the overall authority of UNDP Iraq Country Director, and under the direct supervision of the Head ofEconomic Recovery and Poverty Alleviation pillar, the Loan Management Unit (LMU) has been establishedto provide capacity building and technical support to the Government of Iraq (GOI) for the loan projectsfunded by the Government of Japan. The LMU headed by the Team Leader is responsible for the followingtwo projects.

1. Fiduciary Monitoring Agent on behalf of GOI and Japan International Cooperation Agency (JICA)based on the Project Agreement with JICA where the Loan Management team providesprocurement and financial management support to implementing ministries/agencies of JICA loanfunded projects; and

2. Technical Assistance to the Regional Ministry of Electricity in Kurdistan (RMEK) based on the CostSharing Agreement with RMEK to implement the Electricity Sector Reconstruction Project The Senior Project Assistant, reporting to the Project Officer LMU, is required to assist the Program Officerin all administrative issues related to the project implementation, financial management, procurement, reporting and project data management and recruitment in accordance with UNDP rules and regulations aswell as project agreements with JICA and RMEK.

The Senior Project Assistant will be required to work in close coordination with the Operation Units andUNDP Baghdad/Erbil office in addition to projects' staff for administrative issues related to the projectimplementation.

Key Duties and Responsibilities

1. Supports Administrative Issues for smooth Project Implementation focusing on achievement ofthe following results:

• Provide necessary support to the up-to-date work schedule of the project developed andmaintained by the Project Officer;
• Manage followings to assist team members under the supervision of the Project Officer for thesmooth implementation of the project

Organize meetings, workshops, seminars and trainings including securing the venue,arranging tickets;

Facilitate accommodations, DSA and any other necessary support for the participants and team members;

Support the project staff (team members / consultants) in preparing mission planning,following up approval process for both UNDP and the authorities concerned;United Nations Development Programme

Support team members in preparation of necessary documents after the return frommission of team members;

Manage administrative issues such as office administration, travel, communication,entitlement and any other matters as and when required

• Assist the Project Officer in project discussions with GOI, Donors and other counterparts andprepare minutes of meetings
• Backstops the Project Officer in administrative issues during the Project Officer's absence from dutystation

2. Supports Financial Management of the Project focusing on achievement of the following results

• Assist the Project Officer to prepare the financial analysis on project resources on monthly basis;
• Assist the Project Officer to prepare analysis of project delivery and its appropriateness againstproject work plan, identify the bottlenecks and propose solutions with analytical supportingdocumentations;
• Maintenance of the internal expenditures control system which ensures that vouchers processedare matched and completed, transactions are correctly recorded and posted in Atlas.
• Collect (and verify) and/or prepare project related documents for quality and consistency, includingbut not limited to;

monthly work logs of project staffs and consultants both in Jordan and Iraq;invoices of relevant expenditures by coordinating with other relevant units;

invoices to be submitted to RMEK on a quarterly basis in accordance with the Cost SharingAgreement;

Provide input to Finance Unit for timely corrective actions on non-posted vouchers, including thevouchers with budget check errors, match exceptions, unapproved vouchers.

Act as a focal point to UNDP Erbil sub-office and consultants based in Kurdistan Region for allfinancial issues.

3. Supports Procurement under the Project focusing on the achievement of the following results:

• Contribute in drafting specification of equipments to be procured within the approved budget;
• Create e-requisition in Atlas;
• Assist the Project Officer to follow up on procurement process with relevant units for procurementof equipment in a timely manner;
• Assist the Project Officer to liaise with relevant units as focal point of project assets and providenecessary support to ensure timely preparation and submission of periodic inventory reports in linewith UNDP rules and regulations;
• Register purchased equipments as an asset and maintenance of an up-to-date inventory ofequipments purchased under the Project in accordance with UNDP regulation;
• Prepare technical project specification of goods and services for the project in coordination withthe counterparts within the approved criteria and timeline.Receive consignments purchased for the projects, analyze the quality and quantity and verify theinvoices.United Nations Development Programme

4. Supports Reporting and Project Data Management focusing on achievement of the followingresults:

• Assist the Project Officer to prepare draft monthly/quarterly progress reports to be submitted toRMEK and JICA as well as those required by UNDP;
• Prepare and provide supporting documentations for the Project Manager to make adequatedecisions.
• Making arrangements for the design and publishing of project reports, promotional materials, etcMaintain project data management system with:

Reference numbering and filing system to keep all records and documentations in orderand to ensure safekeeping of confidential materials/information.

This includes uploadinginformation to the unit's share drive for efficient information sharing and secured databack-up;in-coming / out-going official correspondences such as official letters, monthly reports,midterm reports, final report and record properly to avoid any miscommunication withGOI, Donors and other counterparts.

5. Supports Recruitment under the Project focusing on achievement of the following results:

• Assist the Project Officer to coordinate with relevant units on behalf of the Team Leader and followup recruitment (staff member and service contract holder) and/or procurement (consultants)procedures to employ required personnel in a timely manner;
• Assist the Project Officer in preparing draft TORs in order to obtain consulting services fromcompanies through long term agreement or other modalities and finalize it with the guidance fromthe team leader and in close consultation with the Procurement Unit;

Competencies:Corporate Competencies:

• Demonstrates commitment to UNDP's mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

• Knowledge Management and Learning
• Shares knowledge and experience
• Actively works towards continuing personal learning, acts on learning plan and applies newlyacquired skills

Development and Operational Effectiveness

• Ability to perform a variety of specialized tasks related to administrative supports, including projectdata management support, reporting, and logistics for project implementation.
• Ability to provide input to business processes re-engineering, implementation of new system,including new IT based systems
• Good knowledge of Results Management Guide and Toolkit United Nations Development ProgrammeLeadership and Self-Management
• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure
• Demonstrates openness to change and ability to manage complexities

Required Skills and Experience:

Education:

• University Degree in Business or Public Administration, Economics, Political Sciences and SocialSciences or related

Experience:

• Minimum 5 years of administrative support experiences in programme / project at the national orinternational level.
• Working Experience in UNDP or other UN Agencies is an advantage.
• Knowledge of Atlas is also an advantage.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web basedmanagement systems.
• Ability of providing basic IT services would be considered as a great asset.

Language Requirements:

• Fluency in English and Arabic. Kurdish would be an asset.

Deadline for submission of applications: 0 4 November 2013

Instruction for submission of applications:

Please fill out a P-11 form posted on

http://www.iq.undp.org/Jobs.aspxhttp://www.iq.undp.org/content/iraq/en/home/operations/jobs.html and apply online job.

Please note that no other type of application form, including CVs, will be considered forsuch positions, other than the one found at the link specified above.Only candidates who are short-listed will be contacted.We strongly encourage qualified female applicants for this position. UNDP seeks to ensure that male andfemale employees are given equal career opportunities, and that staff members are able to keep anappropriate balance between work and private life.

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 encouragedto apply. All applications will be treated with the strictest confidence.UNDP, as a matter of practice, does not charge any application, processing or training fee at any stage ofthe recruitment process.

More Info and Application