Project Associate (Common Premises)

• Management of the CO directly implemented projects’ administration and finance, implementing activities by mobilizing goods and services, in accordance with UNDP rules and regulations and relevant national regulations where appropriate; 
•  Support to programme operations (finance, asset management, administration, HR) in line with UNDP corporate rule, regulation and policies; Support partnership activities at project level; 
•  Facilitation of knowledge building and knowledge sharing, guidance to all stakeholders on programme management and operational matters 
•  Implementation of annual work plan of the CPC and UNDP corporate operational strategies; 
• Provision and coordination of effective and efficient support services to UN Agencies in Almaty 
•  Coordination of the Registry functions;

Ensure effective administration of budgets and monitoring of expenditure focusing on the achievements of the following results:

• Ensure compliance with the UNDP and government rules and procedures on accounting and finance related issues;
• Assist in the preparation of annual project workplans and related sub-plans (finance, procurement plan, quarterly plans if required, and others as necessary); 
•  Assist in the preparation of annual/semi-annual progress reports and terminal reports; 
•  Continuously monitor expenditure and progress against the approved work-plans, provide delivery reports quarterly, semiannually and annually, and propose necessary solutions/actions to CP Manager andCPC, OMT; 
•  Maintain financial records to record and reconcile expenditures, balances, statements and other data; 
•  Assist in procurement of goods, services and works, by preparing technical specifications, applying relevant methods of procurement, and compiling relevant documentations; 
• Assist in organizing workshops, trainings, and conferences by preparing budget estimations and logistics.

• Implement effective internal controls, undertake the duties assigned as per Quantum profile; 
• Monitors project financial exception reports for unusual activities, transactions and investigates anomalies; 
• Maintain filing and archiving of project documents and submit the archived documents to the respective authorities on a timely basis; 
•  Maintain property ledger, asset records and conduct inventory and asset checks as per requirements; 
•  Provide the required assistance with designing of personnel documents such as requests for recruitment, contract extension requests, etc. 
•  Monitoring of dashboards and exceptions, identification of remedial actions; 
•  Assist in project audits;

Support partnerships activities at project level

• Be familiar with the activities of other development projects in the sector/area, establish contact and keep up-to date with their work; 
•  Create and maintain partnerships with local institutions, private sector in project target areas;

Ensures facilitation of knowledge building and knowledge sharing, guidance to all stakeholders on financial matters focusing on the achievement of the following results:
 

• Regular exchange of information/experience with other projects, cross-learning and sharing results and good practices; 
•  Capture lessons learnt during project implementation – a lessons learnt log can be used in this regard; 
•  Participation in regular internal meetings (Common Premises Committee)CPC, Operations Management Team (OMT) and United Nations Country Team ( UNCT), 
•  Participation in training events, communities of practice, codifying and sharing knowledge; 
•  Facilitation and organisation of training for project staff to enable them to perform at the required level

Supports implementation of annual work plans and operational strategies, focusing on achievement of the following results:

• Support to implementation of the work plan within the time limits proposed and as approved by UN Agencies. 
• Full compliance of common premises activities with UNDP rules, regulations, policies and strategies. 
•  Provision of inputs to business processes mapping and elaboration of the internal standard operating procedures (SOPs). 
•  Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with the Common Premises Manager. 
• Support to implementation of the greening strategies approved by UN Agencies

Ensures effective and efficient provision of support services, focusing on achievement of the following results:

• Coordination and supervision of events management, insurance, space management, procurement of supplies. 
•  Presentation of thoroughly researched information for planning of financial resources for common premises services 
•  Support with protocol matters, coordination with local authority on space and other administrative 3 matters. 
•  Supervision of cleaning services. 
•  Maintenance of effective relationships with service providers.

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