Project Associate

Background

The Governance Unit at UNDP Kazakhstan leads the organization’s work on promoting inclusive, accountable, and effective governance systems. This includes support to public administration reform, decentralization, local self-governance, anti-corruption, digital governance, and civic engagement. Through policy advice, capacity development, and piloting of innovative governance models, the unit helps advance transparent and responsive institutions that ensure equitable access to public services and empower citizens to participate in decision-making processes.

Duties and Responsibilities

Support the project team to ensure effective project planning and implementation. 
•     Compile and summarize information and data for the formulation of project work plans, draft annual/quarterly budgets, proposals on implementation arrangements, and on other specific project related topics or issues, including those related to health procurement and logistics. 
•     Provide comprehensive support in all aspects of project implementation in accordance with the project documents, annual work plans and other agreements between UNDP and responsible partners. Ensure quality of delivery by consultants, beneficiaries, and contracted companies, including those related to the supply of pharmaceuticals, diagnostics, and medical equipment; and communicate findings to the supervisor. 
•     Ensure compliance of project business processes with UNDP Project Operational Policies and Procedures (POPP) and UNDP Standard Operating Procedures (SOP). When necessary, provide guidance to project staff on business processes, administrative and other requirements and procedures.
•     Ensure compliance of procurement and supply chain activities with UNDP’s rules and national regulations, particularly in coordination with the Ministry of Health and SK-Pharmacy.
•     Support mainstreaming gender equality in the project implementation, including in data collection and compilation. Prepare gender equality background materials for use in discussions, briefings, and correspondence.
•     Provide administrative and logistical support to ensure successful project delivery that includes organizing/coordinating project events and selecting appropriate venues, coordinating project procurement procedures, maintaining project records and files, recruiting project team members, and supporting contracting activities. This also includes follow-up with national stakeholders on product specifications, shelf life, certification, and customs/import documentation, as well as maintaining accurate records of procurement and shipping documentation, such as GMP certificates, Certificates of Analysis (CoA), and import permits.
•     Support the Project Manager to prepare and to update work plans and budgets; 
•     Support the Project Manager to manage international and local consultants and conduct performance reviews in accordance with UNDP rules, regulations and procedures;
•     Monitor expenditures on procurement and logistics of health products and services; recommend corrective actions when necessary.
•     Support risk mitigation related to regulatory delays, cold chain requirements, and supply disruptions in the health sector.
•     Provide support in managing financial allocations, ensuring timely payments in accordance with UNDP rules, regulations and procedures; 
•     Provide regular updates on the project progress to Project Manager and Programme Specialist/Head of Unit;

Support partnerships and resource mobilization. 
•     Establish and maintain contacts and cooperation with the relevant UN Agencies, government institutions, NGOs, tertiary institutions, partners, and other relevant stakeholders. Provide support in updating the database of the relevant public and development partners, and other stakeholders who are counterparts for the project.
•     Maintain regular contact with key stakeholders involved in health procurement and logistics, including national regulatory authorities and suppliers.
•     Ensure regular communication and coordination with partners, project counterparts, stakeholders, and beneficiaries; and develop and maintain effective mechanisms for integrating and responding to their feedback and insight.
•     Support creation of high quality information and visibility of the project activities among the stakeholders; and ensure careful selection of communication tools and tailoring the messages to take into account the overall socio-political and development context in host countries. 
•     Work closely with other UNDP initiatives to ensure that the project is contributing effectively to overall performance of the UNDP programme in the country.
•     Ensure that health-focused interventions are aligned and coordinated with UNDP’s broader governance and development portfolio.
•     Undertake horizon scanning and explore opportunities for resource mobilization in consultation with direct supervisor, including identifying new funding opportunities in the area of public health systems strengthening and digital health.

Provide support to the effective monitoring, evaluation, and reporting on progress of project implementation.
•     Support implementation of the project monitoring system in alignment with its Monitoring and Evaluation framework to ensure effective information sharing, provision of feedback, and elaboration of high-quality progress reports. 
•     Collect, analyze and present information for monitoring and evaluation of project implementation against project targets as well as for audit purposes. Identify gaps in implementation and provide support in bridging those gaps in consultation with supervisor and partners.
•     Track and analyze indicators related to the availability, quality, and timeliness of health product delivery.
•     Assist in the organization of field and study visits, missions, workshops, roundtables, and conferences within the project.
•     Assist in implementation of effective risk management for the project with a well-documented risk mitigation plan in place. Support monitoring of previously identified and emerging risks, including those related to health supply chains such as temperature-sensitive products and customs clearance.
•     Regularly monitor expenditures and commitments against the project budget and relevant plans, and provide finance-related information to support project implementation. When necessary, recommend corrective actions and draft various correspondence concerning finance, operations, and budgetary issues.
•     Prepare and consolidate required project reports on a timely basis and in line with monitoring and reporting guidelines and donor requirements.

Support knowledge building, knowledge sharing and capacity building relevant to the assigned project. 
•     Participate in training and organize briefings on internal procedures for the project staff. Provide support to other capacity building activities, including to the design and delivery of tools, materials for workshops, or platforms that tap into the collective intelligence of communities and mobilize action.

•     Provide support in the dissemination and sharing of relevant data and lessons learned within the CO and regionally. Keep pulse on emerging best practices nationally, regionally, and internationally that relate to the work of the assigned project.

•     Make sound contributions to knowledge networks and communities of practice. Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners.

Competencies

Achieve Results: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 

Learn Continuously: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 

Act with Determination: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

Required Skills and Experience

Education:

•     Secondary education is required, or  
•     University Degree in Public Health, Pharmacy, Medicine, Health Sciences, Logistics, or equivalent field will be given due consideration, but it is not a requirement.
 

Experience:

A minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of progressively responsible administrative or substantive experience working in or directly related to project/programme management on national or international level is required.

Required Skills:

Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages.

Desired Skills and Certificates: 

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

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