Project Assistant, Ashkhabad, Turkmenistan UNDP - United Nations Development Programme Closing Date: 20-March-2017

Project Assistant, 
Ashkhabad, Turkmenistan  
UNDP - United Nations Development Programme 
Closing Date: 20-March-2017

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				UNDP
		Title
				Project  Assistant
		Job ID
				8637
		Practice Area - Job Family		Management
		Vacancy End Date					(Midnight New York, USA)
				20/03/2017
		Time Left
				5d 8h 40m
		Duty Station		Ashkhabad, Turkmenistan
		Education & Work Experience
				C-HS Graduate or Equivalent - 5 year(s) experience
		Languages	Required: Desired:			English, Russian
						Turkmen
		Grade
				SB3
		Vacancy Type		Service Contract (SC)
		Posting Type
				External
		Bureau		Europe & the CIS
		Contract Duration
				1 year with possible extension

	Project:                                   UNDP/GEF/SCEPLR "Supporting climate resilient livelihoods in agricultural communities in drought-prone areas of Turkmenistan" (CRL) Remuneration:                     SB 3/ step 4 (893 USD) UNDP/GEF/SCEPLR project on "Supporting climate resilient livelihoods in agricultural communities in drought-prone areas of Turkmenistan" (CRL) is launched to support the Government of Turkmenistan to mainstream climate change adaptation at the community, district, provincial and national levels in order to secure climate resilient livelihoods in agricultural communities. The project will directly strengthen the adaptive capacity and reduce the vulnerability of around 40,000 to 50,000 persons in the Lebap and Dashoguz velayats by helping them improve the productivity of farm operations, be better prepared for increasing water scarcity and by introducing alternative income sources.  Improved water efficiency and crop production systems will bring approximately 20,000 ha of agricultural and 500,000 ha of pastoral lands under climate resilient technologies resulting in a real net household income increase of at least 15% for participating households.  The replication potential of successful efficient water management and climate resilient practices and of new climate-friendly sectoral planning, legislative and capacity development measures would indirectly benefit around 500,000 people in Turkmenistan. The project will work in two etraps (districts) of two different velayats (provinces) of Turkmenistan.  These are the Gorogly etrap of Dashoguz velayat and Galkynysh etrap of Lepab velayat. The etraps were identified at the recommendation of the Government. The project has selected three pilot daikhan associations and a livestock farm in the two velayats and will start working with these daikhan associations and farms, including individual farmers/households and private farms, in the initial phase of the project to demonstrate adaptation options for various types of agricultural activities (crop production, horticulture and livestock). For more detailed information about this project as well as other UNDP Turkmenistan environmental projects please visit: www.tm.undp.org Project Implementation Arrangements The project will be implemented over a period of five years. The State Committee on Environment Protection and Land Resources (SCEPLR) is the government institution responsible for the implementation of the project and acts as the Executing Agency (EA). UNDP is the Implementing Agency (IA) for the project. A Project Board (PB) will be established and serve as the project’s coordination and decision-making body. The PB is responsible for ensuring that the project remains on course to deliver products of the required quality to meet the outcomes defined in the project document. The SCEPLR will appoint a National Project Coordinator (NPC) for the project implementation. The NPC will chair the Project Board (PB), and is responsible for providing government oversight and guidance to the project implementation. UNDP Programme Specialist on Environment is assigned with the responsibility for the day-to-day quality assurance of the project implementation. The day-to-day administration of the project is to be carried out by a Project Manager (PM) and Project Implementation Unit (PIU). The Project Assistant will work in close coordination with the PIU to fully support the PM in implementation of all project activities. Post
	Duties and Responsibilities
	Working under the direct supervision of the Project Manager and in close working coordination with PIU, the PA will be responsible for performing of the administrative support functions, which may include clerical work such as personnel, finance, filing/ registry, logistics and procurement within the set timescale and available budget. Summary of key functions: Provide effective financial services and assist in project budget management; Provide logistical services ; Provide procurement services; Provide administrative services; Specific Responsibilities 1.   Ensure provision of effective financial services and assistance in project budget management, focusing on achievement of the following results: Create non-PO vouchers; check that vouchers processed, matched and completed, transactions are correctly recorded and posted in Atlas; Ensure timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers; Prepare requests for direct payments, ensuring provision of required supporting documentation, provide timely feedback and follow up on the status of submitted payments; Ensure timely submission of correctly completed travel claims; Undertake cost estimates for different activities according to the needs of projects; Assist in developing detailed project budgets for all activities and outputs; Monitor project budget in terms of expenditures according to the work plan; Assist in preparing quarterly expenditure reports; Provide detailed information on finance issues during project audit exercise; 2.  Provide effective logistical services to project, focusing on achievement of the following results: Assist project personnel and national/ international consultants to arrange travel within and outside Turkmenistan; more specifically  support in development of itinerary, ticket booking/purchasing, arrangement of hotel reservation/apartment, transportation, translation/interpretation services; In coordination with Project Manager and UNDP office arrange preparation of visas for and timely registration of coming visitors making sure that visitors are aware of visas and registration procedures; Arrange foreign visas for project personnel for travels outside Turkmenistan as per approved AWPs; Prepare Travel Authorizations with proper supporting documents; When necessary raise travel related e-requisitions making sure correct use of chart of accounts; In coordination with Project Manager draft and compile necessary documentation such as agenda, compilation of list of participants for seminars, workshops, trainings, and other project related events; Make logistical arrangements for  seminars, workshops, trainings and other project related events, including venue reservation, arrangements of meals, translation/interpretation services, and required equipment, office supplies, arrangement of printing handouts materials; Assist in customs clearance procedures by preparation of a package of necessary documents; Make necessary arrangements for  registration of projects, publications and other printing materials; Arrange translation of documents when required; 3.  Ensure provision of effective procurement services to project, focusing on achievement of the following results: Assist in development of procurement plan for the project; Assist in announcement and wide dissemination of advertisements among potential suppliers; Act as Secretary for procurement evaluation panels facilitating receipts of offers, clarifications, their analysis, reference check and writing final evaluation report; Create e-requisitions for ICs/ other types of procurement in Atlas and ensure correct use of chart of accounts; Assist Project Manager in preparation of all supporting documents for contract creation; Create receipt of goods in Atlas upon delivery of goods and signing transferring report; Coordinate with Project Manager to complete performance evaluation forms for national and international short terms consultants; Arrange purchases using canvassing method for simple support services and goods including driving, translation/interpretation, maintenance, catering, suppliers, stationary,  simple equipment (may include small scale purchase of office equipment and the like not exceeding 5,000 USD threshold); Provide detailed information on procurement issues during project audit exercise; Contribute to weekly summaries on Individual Contracts; Maintain procurement documents filling system; 4.  Ensure provision of administrative services, focusing on achievement of the following results: Serve as a custodian for stationary supplies, distribution stationary and keeping a log of distribution; Provide support to periodic inventory exercise; create matrix for project inventories, such as publication materials, visibility items and monitor in/out flow; Provide support to asset exercise; keep an updated list of project assets; Maintain documents filling system; Prepare minutes of the meetings and translate various documents; Perform other related duties as necessary.
	Competencies
	Effective listening, verbal and writing communication skills; Ability to work in and with diverse team; Attention to detail and high level of accuracy; Ability to work under time constraints; Time management skills.
	Required Skills and Experience
	Education: Secondary Education. University Degree in management and other related field is an asset; Experience: 5 years of substantial administrative experience; Administrative experience in implementing development projects, especially within the UN system or other international development agencies is a strong asset; Languages: Fluency in English and Russian. Knowledge of Turkmen language is an asset;
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