Project Assistant (Office Based) (With Possibility Of Extension During Project Implementation), Bras

Background
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a 'leave no one behind' approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.
As every country in the world is looking for new ways to tackle complex and interconnected challenges, such as crisis shocks, economic stagnation, inequality and poverty, providing access to clean and affordable energy, protecting the environment or mitigating and adapting to climate change, UNDP aims to develop integrated responses to these issues.   UNDP is the frontline knowledge organization for sustainable development in the UN Development System and serves as the integrator of collective action to achieve the Sustainable Development Goals (SDGs). In addition to multilateral and bilateral partnerships, UNDP provides countries with specialized integrated technical services for eligibility assessment, programme/project design and implementation, capacity development, policy advice, technical assistance, training and technology transfer, co-financing mobilization, implementation supervision, results management and evaluation, performance-based payments and knowledge management services.   The UNDP Country Office in Brazil (CO Brazil) is a key development partner of the Brazilian government and supports national and sub-national institutions from the public and private sectors and civil society to achieve a more sustainable and inclusive society by strengthening democratic institutions, improving the effectiveness of governance, reducing poverty and inequalities and addressing poverty and addressing climate change and biodiversity issues.   By aligning the organizational resources behind its strategy, the functional structure of the Country Office (CO) comprises three main areas, the management support functions, the programme team and the operations team. To meet specific country needs and demands, the CO in Brazil has designed a program portfolio that includes three mutually reinforcing streams of work structured around three teams:
- Inclusive Socio-Economic Development: poverty reduction, social policies, livelihoods, public-private partnerships, inclusive markets and growth;   - Environmentally Sustainable Development: nature-based solutions for development, climate change, energy efficiency, chemicals management, among others;    - Governance and Justice for Development: violence prevention, justice, transparency, anti-corruption, human rights, local capacity building.   The Environmentally Sustainable Development (ESD) team is grouped into a larger program team and works in an integrated manner with the other teams in anchoring UNDP's program portfolio in environmentally developed and environmentally sustainable areas, providing thought leadership and enabling innovative and cross-cutting development solutions that are augmented by UNDP's knowledge, research and public policy advice.     Duties and Responsibilities
The purpose of these Term of Reference is to hire a Project Assistant for the Environmentally Sustainable Development (ESD) at UNDP CO to support the Project Management Units - PMU. This project assistant will be a full member of the PMU and will work under the overall leadership of the Project Coordinator.    The Project Assistant will be responsible for ensuring adequate administrative and financial management of the project, in accordance with UNDP and GCF procedures. As a result, it is expected that this post will contribute to the successful implementation of the planned activities, as well as the execution and control of the actions committed in the scope of the project, as such:
Support the overall implementation of the GCF Project's activities through consistent/regular communication updates with supervisor and other relevant contacts;  Provide financial and administrative support to supervisor and other project staff in the implementation of the Project activities;  Support to monitoring, evaluation and reporting of the overall Project deliverables through successful coordination with project staff and relevant stakeholder;  Provide assistance in drafting and developing the necessary reports relevant to fulfillment of the required monitoring & evaluation activities;  Document and file all related papers for implementation of the project;  Provide administrative and logistic support to the organization of the conference, workshop and training session;  The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Project. Specific Duties:   The assistant will be responsible for providing operational assistance to the project and , including but not limited to the following activities:    Support the monitoring of the financial execution of projects: carry out budget reviews of projects, when necessary; mandatory reviews and final review of projects; subsidize requests and follow-up on the progress of authorization requests related to the project (DIM authorization, ASL request, other relevant actions for each case), prepare financial accounts for project donors;  Assist in the preparation of progress reports, annual work plans with a focus on results and deliveries and final reports;  Maintain cordial working relationships with all UNDP partners, especially in meeting the demands presented by counterparts in the implementation of projects and activities, ensuring the delivery of quality, fast and effective services. Make direct contact with private sector counterparts for various surveys.  Create purchase requisitions, support and monitor the bidding process when relevant, monitor the approval of Purchase Order and issuance of contracts for signature of the parties, review individual contracts and submit them for approval by the Program Officer;  Request and monitor payments, providing additional documentation, when providing for posting of supporting documentation on corporate platforms;  Keep up-to-date on UNDP administrative, financial and operational rules: Program and Operations Policy and Procedure (POPP) in order to alert the team about updates or performance of any activity that does not comply with them;  Provide necessary actions for new or updates Vendors and monitor their approval and implementation in the system;  Assist in the conduction of simplified bidding processes for services or purchases below USD 5,000;  Assist in the preparation of Terms of Reference for the consultants selection, purchase of goods and services, as well as in the preparation of draft documents such as: Contracts, Memorandum of Understanding, etc.);  Assist in the review individual contracts and send them for approval by the Program Officer;  Keep electronic and physical files up to date and well organized; Support national implementation projects of good document management preparing them for auditing;  Provide quantitative and qualitative technical reports for evaluation and monitoring of activities, whenever requested, including project monitoring tools;  Present technical information in a systematic way and in the format required for official communications with the private and public sectors, dissemination materials, meetings, seminars, training and for the Annual Progress Reports;  Monitor the signed contracts schedule and its activities agreed; maintain contacts with private partners, ensuring the execution of planned activities and proposing lines and action plans for adjustments to the execution schedules, if necessary;  Support the organization of project missions and meetings, including arranging for ticketing and payment of per diems, preparation of agendas and related activities;  Assistance in organizing and conducting local and external technical meetings as well as prepare the meeting minutes;  Perform other tasks required by the Environmentally Sustainable Development (ESD) and the Coordination of Piauí State Office in the context of the objectives, duties, activities and responsibilities of her function.  Reflect in Quantum: budget revisions of resource relocation, resource reallocation, substantive, mandatory and final.  Keep the contact list of projects and partners updated.  Follow-up on UNDP's administrative, financial and operational rules: Programme and Operations Policy and Procedure (POPPs) and Internal Control Framework (ICF) in order to alert staff to updates or performance of any activity that is not in accordance with these rules.   Institutional Arrangement:   The Project Assistant will be directly supervised by the Project Coordinator.   Competencies
Core Competencies: Achieve Results:
• LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
Think Innovatively:
• LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements. 
Learn Continuously:
• LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
Adapt with Agility:
• LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible. 
Act with Determination:
• LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
Engage and Partner:
• LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
Enable Diversity and Inclusion:
• LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination. 
Cross-Functional & Technical Competencies:
Business Direction & Strategy - Strategic Thinking:
Ability to develop effective strategies and prioritized plans in line with UNDP's objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions.  Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP. Business Management - Partnerships Management:
Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies.  Business Management  - Project Management:
Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals. Administration & Operations - Documents and records management:
Overall document (hard or electronic) management; registry and retention policy including storing and archiving Finance - Financial Reporting and Analysis:
Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. - Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. - Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance
Required Skills and Experience
Min. Education requirements: Secondary education (Complete Education at High School Level) is required.  University degree (Bachelor's degree) in Business Administration, Social Sciences, Law, Finance, Economics, Business Management or related areas will be given due consideration, but is not a requirement. Min. years of relevant work experience: Minimum of 5 years (for candidates with Secondary education) or 2 years (for candidates with University degree) of practical and relevant work experience in administration, support to the management and implementation of technical cooperation projects. Required skills: Experience in preparing and monitoring budgets contracts, agreements and reports is an asset;  Experience in the logistical organization of meetings, seminars and trainings is an asset; Proficiency in the digital tools and (Office package) and systematization of data and information.  Good communication skills. Desired skills in addition to the competencies covered in the Competencies section: Experience in international/multilateral projects ;  Knowledge of the operational and financial system used by UNDP Quantum is desirable;  Experience in financial reports and correspondence;  Contracts management. Required Language(s): Fluency in Portuguese.  knowledge of English is desirable. Travel: Travel will be duly agreed upon and funded by the project.           Disclaimer
Important information for US Permanent Residents ('Green Card' holders) 
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 
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