UNDP, Project Associate, Deadline September 24, 2009.

Vacancy Announcement

Project Title: Human Rights Capacity Building of the PDHJ Project

Position Title: Project Associate

Duty Station: Dili, Timor-Leste

Duration: 6 months, extendable based on performance evaluation

Expected start date: October 2009

Type of Contract: Service Contract

Level: SB-3/Quartile 3

Organization: UNDP, Governance Unit – PDHJ Project

Entry Salary: US$ 11,712 Gross/Annum

Entitlements/Benefits: Please obtain from UNDP, Human Resources Unit

A. Background:

In January 2007, PDHJ, UNDP and OHCHR established a 3 year project to support the institutional capacity building of the PDHJ in the area of human rights (2007-09). The project aims at assisting the PDHJ in developing and implementing programmes in accordance with its legal mandate. It is a comprehensive and medium-term capacity building effort, extending support to both substantive/technical and operational functions primarily of the human rights work of this institution.

The main objective of this project is to strengthen the human rights capacity of the PDHJ to ensure its effectiveness in developing and implementing programmes in accordance with its mandate for human rights.

To achieve this objective, the project will produce the following outputs:

Output 1: Human rights knowledge and skills of PDHJ staff strengthened;

Output 2: PDHJ’s capacity for public outreach and education strengthened

Output 3: PDHJ’s strategic networks with regional and international

human rights actors expanded and strengthened.

Based on the Annual Work Plans, the Project carries out a number of trainings, study tours, workshop and provides mentoring support to the PDHJ. The Project also provides financial support to the development of promotional materials for the PDHJ.

The Project Management is currently composed of an international Project Manager, one driver, one language assistant and the Project Associate.

Under the overall supervision of the Project Manager (PM), the Project Associate will be responsible for supporting the administrative, human resources and financial operations of the project.

B. Duties and Responsibilities:

Principal functions

1. Ensure strong overall administrative support for the implementation of the Project activities and for the compliance with UNDP internal rules

• Assist the PM with the day-to-day operational management relating to the project;
• Take the lead in organizing the administration and logistics for the implementation of trainings and other capacity development activities scheduled under the Project;
• Liaise with trainers, consultants and PDHJ staff and UNDP travel on all aspects of official travels related issues under the Project activities (including booking of ticket, preparation of requisition, completion of claim forms, organization of DSAs, amongst others);
• Monitor and manage, in coordination with the Procurement Unit, project inventory in a timely fashion;
• Provide strong support for the successful implementation of procurement process for consultants, services and assets from its initial step, so as to ensure strict compliance with relevant procurement process;
• Monitor and manage, in coordination with Travel and Security Unit, vehicle log, vehicle maintenance and preparation and approval of MOPs;
• Maintain the project filing system for project staff and consultants, donors, correspondence and other documents;
• Develop an archive of old files.
• Assist staff and advisers with administrative issues, including leave requests, DSA, field visits, check-in and check-out, salary payments, etc.
• Coordinate, based on approval of PM, all relevant purchases for the functioning of the PMU, including office stationary and equipment;
• Maintain a record book and filing system of all incoming and outgoing correspondence.
• Ensure the timely submission of Project’s documents to Country Office as well as the delivery of Project’s correspondence to donors, PDHJ staff and other identified stakeholders;
• Coordinate the submission of documents for translation and the identification and contracting of interpreters;
• Liaise with PDHJ Administration and Finance Direction on matters related to the implementation of the Project’s activities;
• Collect and prepare quotations for services as required;
• Support the entire process for the printing of relevant publications under the Project.

2. Provide invaluable support in the area of recruitment and Human Resources Management:

• Support the PM in recruitment activities by managing schedules and logistics for interviews;
• Liaise with UNDP Human Resources Unit and Procurement Unit to coordinate the timely issuance of new contracts, in compliance with UNDP regulations and within the allocated budget for each position;
• Prepare the submission of requests for contracts and contracts extension to UNDP Human Resources and ensure accurate documentation is maintained for each recruitment, including liaison with selected candidate when needed.
• In liaison with UNDP Human Resources Unit and Procurement Unit, manage project’s staff contracts (extensions and repatriations);
• Ensure that aspects related to leave and other staff entitlements are implemented as per contract conditions and UNDP internal regulations

3. Ensure strong support for the administration of budgets and implementation of finance processes in line with operational procedures

§ Assist with budget management as required.

• Arrange for salary payment of SSA-contracted staff and project staff on a monthly basis.
• Prepare requisitions for any other project expenses as required.
• Follow up on payment processes with all involved units of UNDP.Ensure timely reimbursement of staff and trainers’ travel and DSA upon arrival / repatriation.

• Maintain a record of project expenditures.
• Manage the submission, expenditure and reporting of petty cash and cash advances as per identified allocated budget;
• Prepare all documentation necessary for the submission of request for payments, including ensuring a file system at Project level;
• Assist the Project Manager with budget revisions, journals and financial reports and any other tasks as required;

C. Qualification and Professional Experience:

§ Secondary education. Certification in administration and finance desirable.

§ 5 years relevant experience in project operations management, finance and human resources management.

§ Strong computer skills, especially proficiency in Microsoft Word, Excel, and Outlook.

§ Good oral and written communication skills in English are essential.

§ Previous UN experience would be an asset.

§ Previous experience with ATLAS or other financial information management system would be an asset.

Please submit your applications together with curriculum vitae and relevant supporting documents to the following address:

Human Resources Unit

United Nations Development Programme

Obrigado Barracks Compound, Building 11

Caicoli Street

Dili, Timor-Leste

Fax : +670 3312408

e-mail : personnel.tp@undp.org

The deadline for submitting applications is 4 September 2009.

Only short-listed candidates will be notified. Women candidates are strongly encouraged to apply.