Project Assistant, Ashgabat

Project Assistant, Ashgabat

Closing date: Friday, 14 March 2014

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Organization

UNDP - United Nations Development Programme

Country

Turkmenistan

City

Ashgabat, Turkmenistan

Office

UNDP Turkmenistan

PROJECT ASSISTANT
Location :
Ashgabat, TURKMENISTAN
Application Deadline :
14-Mar-14
Type of Contract :
Service Contract
Post Level :
SB-3
Languages Required :
English Russian
Starting Date :
(date when the selected candidate is expected to start) 15-Apr-2014
Duration of Initial Contract :
1 year with possible extension
Background
The Ministry of Labour and Social Protection of Turkmenistan (MOLSPT) is an amalgamation of the labour functions of the Ministry of Economy and Development of Turkmenistan with the Ministry of Social Security of Turkmenistan, which took place in 2011. As a result, MOLSPT is tasked with a wide brief that has the additional imperatives of the provisions contained within the National Social and Economic Development Plan (NDP) 2012-16. The latter specifies that a number of new labour market measures and institutional initiatives are inter-alia to be implemented during the period of the Plan.
The MOLSPT have asked the UNDP to provide support to the work of legislative reform and the assumption of new tasks, based on a three-year perspective until 2016. This will cover the policy making and operational functions of the MOLSPT, the management of new roles in Labour Health and Safety Inspection, the management and modernisation of the Public Employment Services and the possible development of an Employment Fund. The UNDP support will also extend to the new MOLSPT role in vocational training for jobseekers and to the development of enhanced skills forecasting models and structures. The UNDP will also support ongoing MOLSPT research into various aspects of the labour market with a view to developing extensive evidential bases for future policy-making.The Project will support the MOLSPT to develop its existing capacities to effectively formulate and implement labour market policy and programmes and to improve their operational responses through their subordinate units and agencies with particular focus on the following priority areas:

• Strengthening MOLSPT Governance;
• Strengthening technical expertise within MOLSPT;
• Strengthening legislative reforms and legislative formulation ab-initio;
• Extensive human resources training and development of MOLSPT and its subordinate units and/or agencies;
• Exposure to international best practice in labour market governance and operations;
• Exposure to international best practice in PES and Occupational Health and safety;
• Strengthening MOLPST roles in the delivery of VT and retraining;
• Strengthening ICT systems and other material, technical and research supports.

Project Implementation Arrangements:
The project implementation modality is national implementation. The project will be implemented over a period of three years. The The Ministry of Labour and Social Protection of Turkmenistan (MOLSPT) is the national institution responsible for the implementation of the project with full project implementation support to be provided by UNDP. Level: SB 3, midpoint levelRemuneration: 704 USD Duties and Responsibilities
Working under the supervision of the Project Manager, the Project Assistant will be responsible for performing of the administrative support functions, which may include clerical work such as personnel, finance, filing/ registry, logistics and procurement within the set timescale and available budget.
Summary of key functions:

• Provide effective financial services and assist in project budget management;
• Provide logistical services ;
• Provide procurement services;
• Provide administrative services;

Specific Responsibilities:1. Ensure provision of effective financial services and assistance in project budget management, focusing on achievement of the following results:

• Create non-PO vouchers; check that vouchers processed, matched and completed, transactions are correctly recorded and posted in Atlas;
• Ensure timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
• Prepare requests for direct payments, ensuring provision of required supporting documentation, provide timely feedback and follow up on the status of submitted payments;
• Ensure timely submission of correctly completed travel claims;
• Undertake cost estimates for different activities according to the needs of projects;
• Assist in developing detailed project budgets for all activities and outputs;
• Monitor project budget in terms of expenditures according to the work plan;
• Assist in preparing quarterly expenditure reports;
• Provide detailed information on finance issues during project audit exercise;

2. Provide effective logistical services to project, focusing on achievement of the following results:

• Assist project personnel and national/ international consultants to arrange travel within and outside Turkmenistan; more specifically support in development of itinerary, ticket booking/purchasing, arrangement of hotel reservation/apartment, transportation, translation/interpretation services;
• In coordination with Project Manager and UNDP office arrange preparation of visas for and timely registration of coming visitors making sure that visitors are aware of visas and registration procedures;
• Arrange foreign visas for project personnel for travels outside Turkmenistan as per approved AWPs;
• Prepare Travel Authorizations with proper supporting documents;
• When necessary raise travel related e-requisitions making sure correct use of chart of accounts;
• In coordination with Project Manager draft and compile necessary documentation such as agenda, compilation of list of participants for seminars, workshops, trainings, and other project related events;
• Make logistical arrangements for seminars, workshops, trainings and other project related events, including venue reservation, arrangements of meals, translation/interpretation services, and required equipment, office supplies, arrangement of printing handouts materials;
• Assist in customs clearance procedures by preparation of a package of necessary documents;
• Make necessary arrangements for registration of projects, publications and other printing materials;
• Arrange translation of documents when required;

3. Ensure provision of effective procurement services to project, focusing on achievement of the following results:

• Assist in development of procurement plan for the project;
• Assist in announcement and wide dissemination of advertisements among potential suppliers;
• Act as Secretary for procurement evaluation panels facilitating receipts of offers, clarifications, their analysis, reference check and writing final evaluation report;
• Create e-requisitions for ICs/ other types of procurement in Atlas and ensure correct use of chart of accounts;
• Assist Project Manager in preparation of all supporting documents for contract creation;
• Create receipt of goods in Atlas upon delivery of goods and signing transferring report.
• Coordinate with Project Manager to complete performance evaluation forms for national and international short terms consultants;
• Arrange purchases using canvassing method for simple support services and goods including driving, translation/interpretation, maintenance, catering, suppliers, stationary, simple equipment (may include small scale purchase of office equipment and the like not exceeding 5,000 USD threshold);
• Provide detailed information on procurement issues during project audit exercise;
• Contribute to weekly summaries on Individual Contracts;
• Maintain procurement documents filling system;

4. Ensure provision of administrative services, focusing on achievement of the following results:

• Serve as a custodian for stationary supplies, distribution stationary and keeping a log of distribution;
• Provide support to quarterly inventory exercise; create matrix for project inventories, such as publication materials, visibility items and monitor in/out flow;
• Provide support to asset exercise;
• Maintenance of documents filling system;
• Prepare minutes of the meetings and translate various documents;
• Perform other related duties as necessary.

Competencies

• Effective listening, verbal and writing communication skills;
• Ability to work in and with diverse team;
• Attention to detail and high level of accuracy;
• Ability to work under time constraints;
• Time management skills.

Required Skills and Experience

• Secondary Education. University Degree in management and other related field is an asset;
• At least 3 years of substantial administrative experience;
• Administrative experience in implementing development projects, especially within the UN system or other international development agencies is a strong asset;
• Good knowledge of English and Russian. Knowledge of Turkmen language is an asset;
• Good knowledge of Microsoft Office;
• Knowledge and practical experience in Internet based platform is a strong asset.

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.

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