Background

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.

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.

The United Nations Development Programme (UNDP) works in about 170 countries and territories, helping to eradicate poverty, reduce inequalities and exclusion, and build resilience so countries can sustain progress. As the development arm of the United Nations, UNDP supports strategic capacity development initiatives to promote inclusive growth and sustainable human development. Through partnerships with national, regional, and local governments, civil society, and the private sector, UNDP strives to support Ukraine in its efforts to eliminate poverty, develop people’s capacity, achieve equitable results, sustain the environment, and advance democratic governance.

In Ukraine, UNDP has been working since 1993 with the Government and local authorities, with partners across the UN system, with civil society and with local communities to help identify and develop targeted solutions to the country’s development challenges. We work in close collaboration with several key ministries, departments and agencies in a robust, integrated manner in three thematic priorities/portfolios:

Inclusive Growth and Sustainable Development
1. Democratic Governance, and
2. Energy and Environment.

Today Ukraine is facing its most serious challenges since achieving independence in 1991. The ongoing war has already resulted in significant loss of life, unprecedented displacement, internally and towards neighbouring countries, and devastating destruction of infrastructure. The UN Ukraine Flash Appeal shows that at least 15.7 million people are in immediate need of emergency assistance and protection. Early projections indicate that if the war should continue int he medium to long term, up to 90% of the Ukrainian population could face poverty and extreme economic vulnerability, and the country’s socio-economic progress could be set-back by almost 20 years. Through its programme implementation, UNDP will seek to enhance the resilience of war-affected communities.

As a part of the “Strengthening MSME Business Membership Organizations in Ukraine: Phase III (2025-2028)” Project, the United Nations Development Programme (UNDP) is intervening to design and deliver tailored capacity development support to selected BMOs (Business Membership Organizations). The project aims to boost the resilience and competitiveness of Ukrainian MSMEs, supporting inclusive economic recovery and sustainable development. It will align and integrate the BMO sector for better MSME representation, strengthen BMO capacities for organizational and financial sustainability, and improve public-private dialogue to enhance MSME policies.

In this context, UNDP is recruiting a Project Associate, who will ensure administration, transparent and efficient management of the budget and transactions for the Project.

Duties and Responsibilities

The Project Associate will be responsible for the following functions:

I. Provide project management assistance by supporting administrative, operational and logistical processes:

•    Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
•    Ensure compliance with relevant UNDP policies, procedures and regulatory frameworks, including the Programme and Operations Policies and Procedures (POPP), and project-specific financial, administrative and procurement requirements;
•    Prepare relevant background materials, briefing notes, presentations, correspondence and other documentation for use in project meetings, discussions and briefing sessions;
•    Draft meeting minutes, translate and interpret from Ukrainian into English and vice-versa;
•    Coordinate the administrative and logistical implementation of project activities, including meetings, workshops, trainings, conferences, missions, field visits and other project events;
•    Ensure efficient travel arrangements for project personnel, consultants, experts and participants, ensuring proper use of UNDP resources and compliance with applicable procedures;
•    Coordinate with service providers, consultants, partners and other stakeholders to ensure timely delivery of goods and services and effective implementation of project activities;
•    Keep and regularly update lists of names, addresses and contact details of relevant government and non-government partners, beneficiaries, service providers and other stakeholders;
•    Maintain and update project trackers, activity schedules, contact databases and other project management tools to ensure timely monitoring and follow-up of assigned activities;
•    Maintain policy, confidentiality and general management files and ensure accurate and systematic electronic and physical filing of project documentation.

II. Support financial, procurement and human resources processes:

•    Learn processes and operations of the UNDP Quantum Platform;
•    Assist in project financial resource management, efficient procurement and logistical services in accordance with UNDP rules, regulations and procedures;
•    Support the preparation, processing and follow-up of e-requisitions, purchase orders, receipts, invoices, payment documentation and other transactions in Quantum, ensuring completeness and timely processing;
•    Support the elaboration and regular updating of project work plans, procurement plans and related planning documents;
•    Support procurement processes for goods and services, including preparation and processing of Service Requests, Requests for Quotations/Proposals, canvassing and other procurement documentation, as applicable;
•    Coordinate procurement and payment processes under Long-Term Agreements (LTAs), including secondary competitions, communication with LTA holders and service providers, review of proposals and supporting documentation, preparation of relevant competition and payment records, and follow-up on service delivery, invoices and payment-related matters;
•    In accordance with the Annual Work Plan, arrange for procurement of equipment, supplies and services and ensure timely follow up with procurement requests;
•    Assist in recruitment processes by reviewing job descriptions, job classifications, forming vacancy announcements, screening candidates, and facilitating interview panels, administration of contract extensions;
•    Maintain leave records and travel plans of the Project staff.

III. Facilitate knowledge building and management:

•    In accordance with the Project Document and in close coordination with the Responsible Parties, adhere to the Quarterly and Annual Targets according to UNDP timelines;
•    Support monitoring of project activities and deliverables against agreed work plans, timelines and expected results, maintaining relevant trackers and databases and providing timely updates to the Project Team;
•    Assist in collecting, consolidating and analyzing information and data related to project implementation and contribute to the preparation of regular progress updates and management reports;
•    Support in organizing project events, trainings, workshops, conferences and other activities;
•    Synthesize lessons learned, good practices and implementation experiences and support their integration into project knowledge management;
•    Maintain organized records of project activities, outputs, contracts, procurement and financial documentation to facilitate reporting, monitoring, audits and institutional knowledge management;
•    Support the preparation and dissemination of project-related communication and knowledge products, including presentations, agendas, briefing materials, reports and other relevant documentation;
•    Facilitate effective communication and coordination with project partners, government institutions, business support organizations, consultants, service providers and other stakeholders to support timely implementation of project activities.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Project Associate will work under the overall guidance and direct supervision of the Project Manager, in close collaboration with the Project and UNDP CO teams.

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

Cross-Functional & Technical competencies

Thematic AreaNameDefinition

Business Direction & Strategy	Effective Decision Making	Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
Business Management	Project Management	Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
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
Administration & Operations	Events Management (including retreats, trainings, and meetings)	Support offices with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Human Resources- People strategy and planning	Job design	Ability to design job roles to meet specific organizational objectives.
Procurement	Financial Analysis	Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability.
2030 Agenda: People		Gender Mainstreaming

Required Skills and Experience

Min. Education requirements	Secondary Education is required, OR University Degree (Bachelor’s degree) in Business Administration, Finance, Accounting, Human Resources, Social Sciences, or a related discipline will be given due consideration but is not a requirement.
Min. years of relevant work experience	Minimum seven (7) years with Secondary Education or four (4) years with a Bachelor’s degree of experience working in administration or providing project management assistance is required.
Required skills	Highly competent in using computers and office software packages.
Desired skills in addition to the competencies covered in the Competencies section	Experience in UN/UNDP or International organizations or Development organizations is desired. Experience in organizing events (including retreats, trainings, meetings, etc.) is an asset. Experience in financial reporting for donors is desired. Experience in procurement of equipment/supplies/services is an asset. Experience with ERP systems (e.g.Quantum) is a desired skill is required.
Required Language(s)	Fluency in English and Ukrainian is required.
Professional Certificates	N/A

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.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

Project Associate, NPSA-7, DS - Kyiv, (2 positions) National Position