Project Assistant at UNDP_ Deadline: 6-Feb-2012

Location :	Phnom Penh, CMAA, CAMBODIA
Application Deadline :	06-Feb-12
Additional Category	Poverty Reduction
Type of Contract :	Service Contract
Post Level :	SB-3
Languages Required :	English
Duration of Initial Contract :	1 year (renewal)

Background

Cambodia remains one of the countries in the world most affected by landmines and UXOs. The 2010-2019 National Mine Action Strategy (NMAS) aims to significantly address Cambodia’s remaining mine and ERW problem. As part of its request for a ten year extension of its Article 5 deadline under the Anti-Personnel Mine Ban Treaty (APMBT), the RGC has estimated that some 646 square kilometres of land remain suspected or contaminated by landmines.  The RGC has requested continued donor assistance for this purpose; including support for the implementation of UNDP’s Clearing for Results Phase II project (2011-2015). The project falls under UNDP’s 2011-2015 Country Programme Action Plan whereby Clearing for Results is expected to contribute to the strengthening of national structures and mechanisms to develop a more diversified, sustainable and equitable economy by ensuring that demining resources are effectively allocated promoting the release of land for productive use. Clearing for Results Phase II (2011-2015) is a multi-donor project implemented by the Cambodian Mine Action and Victim Assistance (CMAA) with technical and financial support from UNDP and other donors. It builds on the successful implementation of the first phase of the project (Clearing for Results, 2006-2010) during which considerable gains were achieved in building CMAA’s capacities in the areas of quality assurance, strategic and policy formulation as well as the socio-economic management of mine clearance. The CMAA however recognized that given the task ahead, more support is required to ensure that land is being cleared from the landmine threat in an effective and cost-efficient manner. To that extent, the CMAA is formulating a capacity development plan to equip the organization and its staff with the skills, tools and processes to deliver on CMAA’s mandate and to achieve the goals of the NMAS.  The project is articulated around three key deliverables as follow: Empower the CMAA to formulate policies and strategies that ensure resources are effectively allocated onto national priorities and maximize the land available for local development; Equip the CMAA with the technical and functional capacities required to manage the sector within an evolving environment; Support mine clearance activities that promote cost-effectiveness, accountability and transparency. Demining contracts are to be allocated by the CMAA by using competitive procurement mechanisms A CMAA Project Team is managing the project with advisory and capacity development support from a UNDP Advisory Team.

Duties and Responsibilities

The Project Assistant will work under the direct supervision of the Project Advisor to support the project team in delivering the project results. Overall responsibilities: The Project Assistant will be responsible for providing secretarial, administrative, procurement, financial, human resource and basic substantive support to Clearing for Results II project and ensure compliance with appropriate UNDP policies and procedures and Cambodian laws and regulations. The incumbent will report to the UNDP Project Advisor. Specific tasks will include, but will not be limited to: 1. Ensure effective support on the project administrative and financial management 2. Ensure effective support on the project implementation 3. Support to knowledge building and sharing 1. Ensure effective support on project administrative and financial management Contribute to day-to-day support to the project implementation and ensuring conformity to expected results, outputs, objectives and work-plans; Liaise very closely with the UNDP programme associate/analyst to ensure the effectiveness of administrative and financial management in accordance with UNDP rules and regulations; Ensure that all procurement processes are in compliance with UNDP rules, regulations, and procedure; Ensure payment requests meet UNDP standards and are in compliance with UNDP’s NIM procedure/guidelines; Ensure that supporting document contains accurate and sufficient information, i.e. invoice/receipt date, FACE, payee and vendor signature, and clear description on purpose of payment; Assist in estimated budget for workshop/training; and ensure the payment to suppliers or and cash advance are paid and cleared on time; Foresee and identify potential risks both financial and operational risks, and alert the project advisor or programme associate/analyst for avoiding it; Assist CMAA in preparing quarterly and annual financial reports and submitted to UNDP office by using FACE (funding Authorization and Certificate of Expenditure) attached with quarterly work plan, progress report, bank statement and reconciliation and statement of cash position; Establish and maintain the electronic and physical filing system for project documentation and communication; Prepare and update proper project documentation/records and ensure that the documents are prepared and ready for audit; Support effective management of financial and administrative aspects of project assets and financial resources to meet satisfactory outcomes of the annual audit of the project 2.  Effective support on project implementation Participate in day-to-day activities relating to project implementation and provide assistance to the Project Advisor and the project team; Facilitate day-to-day communication with the implementing partner and UNDP country office; Support to project planning and monitoring, including the project’s procurement plan and requests to the country office; Assist the Project Advisor to organize meetings including project board meetings, and prepare minutes of meetings and distribute to participants and maintain the day-to-day records of project implementation; Facilitate the organization for workshops, and training programmes when required; Assist in making arrangement and preparing the necessary documentation for all payments for activities under the project; Assist in preparing work plans and budgets for all project activities; Assist CMAA in ensuring project inventory of non-expendable and expendable equipment are well registered and maintained and ensuring that the equipment is safe and in proper working conditions; Assist CMAA in ensuring project asset safeguarding by conducting physical counting, recording, disposal and or write-offs if necessary; Draft correspondence and memos for project communications with CMAA and the UNDP Country Office; Facilitate the conduct of spot-check by UNDP at the CMAA 3. Knowledge building and knowledge sharing Participate in the trainings open to UNDP project staff, in particular with regard to UNDP operations and management framework; Contribute to project monitoring, audit and documentation of lessons learned; Share knowledge and coaching to the government counterpart staff on financial management and other best practices of project implementation; Assist the CMAA with the preparation and review of FACE forms, financial reports, supporting documents; Provide the CMAA with information as required on NIM procedures related to finance, procurement and HR and advise on processes to follow

Competencies

Corporate Competencies: Demonstrates integrity by modelling the UN’s values and ethical standards Promotes the vision, mission, and strategic goals of UNDP and UNCT Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability Treats all people fairly without favouritism Functional Competencies: Knowledge Management and Learning Promotes a knowledge sharing and learning culture Knowledge on development issues and programmes Development and Operational Effectiveness Ability to support strategic planning, results-based management including screening and collecting of programme documentation, projects data entering, preparation of revisions, filing, provision of information and reporting Ability to implement assigned tasks/functions in an efficient and client orientated manner Analytical and problem solving skills Strong IT skills especially spreadsheets and accounting professional package; knowledge of UNDP Atlas system is a strong asset. Leadership 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 humoured even under pressure Has initiative and can work independently with little supervision Ability to work as part of a team, with a high level of interpersonal skills

Required Skills and Experience

Secondary Education. University Degree or equivalent in Business Administration, Accounting, Finance, Public Administration, or related field would be desirable 5 years of relevant project, finance, and administrative experience with development projects Experience in the operational aspects of UN-funded projects or with projects of other donors is an advantage. Experience with UNDP NEX procedures would be an important asset Organisational, financial, inventory and budgetary skills Familiarity with financial and technical rules, regulations and procedures relevant to project implementation Demonstrate oral and written communication skills in English and Khmer This post is openned for Cambodian National only.

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.

How to Apply:

Interested candidates must submit their applications online through UNDP Online Recruitment System. Correspondence either in hard or soft format will not be considered.

To submit your application online, please follow the steps below:

1. Download and complete the UN Personal History Form (P11).
2. Click on the Job Title.
3. Click “Apply Now” button, fill in necessary information on the first page, and click “Submit Application”.
4. Upload your application (P11).
5. You will receive an automatic response to your email confirming receipt of your application by the system.

You must state in your application letter how you meet the selection criteria specified in the job descriptions. UNDP will contact references directly. Due to the large number of applications, only short-listed candidates will be contacted for further selection process.