* Project Assistant (Maternity Cover), Nicosia, Cyprus At UNDP – United Nations Development Programme


Closing date: Monday, 24 July 2023

Job Identification : 12017

Locations : Nicosia, Cyprus

Posting Date : 07/10/2023, 11:58 AM

Apply Before : 07/24/2023, 08:59 PM

Job Schedule : Full time

Agency : UNDP

Grade : NPSA-5

Vacancy Type : National Personnel Service Agreement

Practice Area : Conflict Prevention, Peacebuilding and Responsive Institutions

Bureau : Regional Bureau for Europe and the CIS

Contract Duration : 6 months

Education & Work Experience : Bachelor’s Degree – 2 year(s) experience OR High School certificate- 5 year(s) experience

Required Languages : English

Desired Languages : Turkish and/or Greek

Vacancy Timeline

2 Weeks

Job Description

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.

UNDP in Cyprus works to support the ongoing peace and confidence building process between the communities of Cyprus. Since 2001, the UNDP programme in Cyprus has been delivering mainly EU funded interventions, to support Greek Cypriots and Turkish Cypriots, encouraging dialogue and cooperation, and supporting the development of environmental, economic and social infrastructure on the island.

As such UNDP in Cyprus provides a diverse package of programmatic services to a range of partners which contribute

to building a conducive environment for the peace process. In particular, the implementation of confidence building measures contributes to the buildingof trust betweenthe two communities while demonstrating to the public at large that the communities can work together on critical issues that are of importance to all inhabitants of Cyprus across three focus areas:

  •  Empowering communities to protect culturalheritage
  •  Strengthening inter-communal mechanisms
  •  Improving environmental, socialand economic infrastructure

Under the general guidance and direct supervision of the Project Manager, the Project Assistant provides services ensuring high quality, accuracy and consistency of work. The Project Assistant promotes a client-oriented approach consistent with UNDP rules and regulations.

The Project Assistant works for the Cultural Heritage project in close collaboration with the operations, programme / projects’ staff in the office to exchange information and ensure consistent service delivery.>

Duties and Responsibilities

Summary of Key Functions:

  •  Administrative support to the programme /projects` unit;
  •  Support to management of the project(s).
  •  Support to the implementation of projects as Project Assistant;
  •  Facilitation of knowledge building and knowledge sharing.

Impact of Results: The key results have an impact on the efficiency of the unit and delivery of the project.

  •  Administrative support to the programme / projects’ unit;
  •  Provides administrative support to the Project Managers in contract management;
  •  Provides administrative support to the Project Managers in coordinates and organizes the meetings and missions; takes and follows up on the minutes;
  •  Draft related background materials for discussions, correspondence and briefing sessions;
  •  Assists in the preparation of routine official documents, project document and report;
  •  Provides support to maintenance of contacts with the stakeholders and project files;
  •  Assists in the preparation of Terms of Reference;
  •  Perform any other tasks assigned by the supervisor.

2. Support to management of the project(s):

  •  Provides support to the Project Managers in follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to project manager;
  •  Supports the coordination of the recruitment processes necessary for the implementation of the project/sector activities;
  •  Supporting the review of deliverables and to check the overall consistency between all submitted documents;
  •  Maintenance of the filing system ensuring safekeeping of confidential materials;
  •  Collects and compiles, on a monthly basis, the following inputs related to project: list of the activities, expenditures and results achieved during the previous month as compared to the work plan, monthly expenditure reports and other related documents;
  •  Maintenance of teams’ status reports, best practices, lessons learned and compiling of information required for programme / project management;
  •  Provides support to the Project Managers in the update of projects in Atlas, preparation of required budget revisions, revision of project award, project status and risk register;
  •  Creation of requisitions in Atlas and budget check for development projects, register of receipt in Atlas;
  •  Use of automated office management system;
  •  Perform any other tasks assigned by the supervisor.

3. Support to the implementation of projects as Project Assistant;

  •  Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
  •  Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
  •  Provision of translation in accordance with business processes as required;
  •  Administrative support to conferences, workshops, events;
  •  Organization of regular and ad-hoc meetings and visits; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points;
  •  Screening of incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible;
  •  Adherence to appropriate protocol and correspondence guidelines by office team when communicating with authorities and other external partners;
  •  Maintenance of the filing system ensuring safekeeping of confidential materials;
  •  Maintenance of contacts with the stakeholders; and
  •  Contributes to paperless office and archiving;
  •  Perform any other tasks assigned by the supervisor.

4. Facilitation of knowledge building and knowledge sharing.

  •  Participation in the trainings for the operations/ projects staff on programme;
  •  Synthesis of lessons learnt and best practices in programme;
  •  Contribution to knowledge networks and communities of practice.

Competencies

Core

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

People Management: N/A

Cross-Functional & Technical competencies

Thematic Area

Name

Definition

Digital & Innovation

Creative facilitation

  •  Ability to design workshops that considers and addresses multiple interests, agendas, worldviews; set out clear objectives and engaging activities; select appropriate tools, materials, resources that are needed to enable or support the activities.
  •  Being flexible and able to improvise; adapting and changing approaches in response to the needs, while staying true to the intent and objectives of the session.

General (across the functions)

Event planning and execution

  •  Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP’s overall brand and mandate.

Communications

Writing and editing

  •  Ability to create and/or edit written content in different UN languages

Administration & Operations

Documents and records management

  •  Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Ethics

Ethics Advice & Guidance: Ability to quickly analyze complex fact patterns and provide comprehensive, sensitive, and confidential ethics advice and guidance

Business Management

Communication

Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience

Ability to manage communications internally and externally, through media, social media and other appropriate channels

Business Management

Project Management

Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals

Required Skills and Experience

Education:

  •  Secondary Education
  •  Bachelor’s Level Degree in Finance, Business or Public Administration or any other development related field would be desired, but not a requirement.

Experience:

  •  Five years of graduate (secondary education) relevant administrative experience would be required
  •  Alternatively, if in possession of Bachelor’s degree, two years of relevant administrative experience would be required at the national or international level.

Required Skills:

  •  Proven experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc), experience in office and collaboration software packages and knowledge of spreadsheet and database packages, experience in handling of web-based management systems is required (including Word, Excel, PowerPoint, OneDrive, Teams, Outlook and SharePoint).

Desired Skills:

  •  Knowledge on conservation/heritage related subjects is considered as an asset.
  •  Experience of working with UN or any other international organization on conservation projects is an asset.
  •  Knowledge of project implementation is an asset.
  •  Knowledge of web-based management systems is an asset.

Languages:

  •  Fluency in English is required.
  •  Fluency in Turkish and/or Greek is required.

Other:

  •  Nationals or permanent residents in Cyprus are eligible.
  •  Valid driving license is required for the use of office cars for the official purposes
  •  Women candidates are encouraged to apply.

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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