Project Associate

Tiered Approach In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby: Tier 0 : UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026. Tier 1 : Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments Tier 2 : UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers Tier 3 or no tier indicated : All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply. Background On 28 March 2025, a powerful 7.7 magnitude earthquake struck central Myanmar, causing significant human and material losses across Mandalay and surrounding areas. The disaster further exacerbated existing humanitarian and development vulnerabilities, particularly in communities already affected by conflict, displacement, and poor access to essential services. In response, UNDP launched the Earthquake Response – Community Led Recovery and Reconstruction Project to support inclusive and resilient recovery through early restoration of livelihoods, infrastructure, and essential services, with an emphasis on community leadership and local economic revitalization. The project focuses on two key outputs: 1. Restoration of essential community services and inclusive infrastructure, with strengthened local disaster risk reduction capacity 2. Livelihoods and economic opportunities restored through Inclusive, disaster- and gender-responsive recovery support. The Project Associate will provide essential operational, administrative, and logistical support to ensure the smooth implementation of project activities and processes. Duties and Responsibilities Under the supervision of Project Manager and in coordination with Finance Officer, the Project Associate will support the effective delivery of the Earthquake Response project by performing a range of financial, administrative, procurement, logistical and coordination tasks. Project Associate will work closely with the project team to support implementation, financial and logistical coordination, day-to-day management of the Mandalay office’s operational services, and the preparation of documentation and reports. The incumbent will ensure compliance with UNDP rules and procedures, and contribute to efficient service delivery across the project's operations. 1. Supports management and implementation of project activities focusing on achievement of the following results: Provide inputs in the elaboration of annual work plan of the Earthquake Response – Community Led Recovery and Reconstruction Project and update the budget on system and expenditure reconciliation as required. Maintaining of timetables for the Project Board/Committee meetings and provides support to organizing and holding the meetings, including the preparation and dissemination of information and follow-up. Assist in arranging logistics, preparing agenda and coordinating with related stakeholders for organizing workshops/trainings as and when required. Assist in minutes taking for programme/project meetings and in drafting research reports as required. Assist in coordinating of the planned events of the project. Provision of guidance to the implementing partners on routine implementation of project activities, tracking use of financial resources. Assist in drafting inputs for the project’s reports. Support to data collection such as project team’s inputs. Assist to provide documentation for auditing and spot check exercises 2. Provides effective support to project financial monitoring and management focusing on the achievement of the following results: Project budget management through Quantum. Ensures budget availability for requisitions, POs and vouchers. Follows up on the internal expenditures control system including timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, and the unapproved vouchers. Supports entry of project proposals and project budgets, supports preparation of budget revisions, monitors the funds availability and to ensure the effectiveness in payment process. Provides inputs into periodic and ad-hoc financial reporting to CO, donors, as needed; Supports in monitoring the project budget and preparing project finance documents, including budget revisions. Provides finance-related data to support project implementation and planning. Drafts various correspondence concerning finance, operations and budgetary issues as required. Assists team members, experts and consultants, in cooperation with Programme Finance Unit on financial and other operational matters. Facilitates according to UNDP’s procedures for disbursement of grants advance, liquidation and regular update of resource balances/expenditures records. Facilitates project-related payments, including preparation and processing of PO and non-PO invoices in Quantum for goods, services, individual contractors and vehicle rental service providers, ensuring completeness of supporting documentation and compliance with the approved payment request workflow. Manages the project’s petty cash account, including verification and recording of payment vouchers in the cash register and detailed expenditure statement, safekeeping of cash, and timely initiation of replenishment in line with UNDP thresholds. Ensures timely settlement of recurring office running costs, such as electricity and internet charges, and processes travel claims and reimbursements (F-10) for project personnel. 3. Provides administrative and operational support to project implementation, ensuring quality of business processes focusing on achievement of the following results: Ensures full compliance with the CO business processes and UNDP’s procedures. Drafts HR and Procurement Plans for the project and provision of support to their implementation. Ensures completion of monthly leave reports and attendance records of project staff. Assists in preparation of drafting job creation forms; facilitates requests for recruitments/procurements and contract issuances. Initiates requisitions and procurement case IDs in the corporate systems upon request from the project team, and carries out micro-purchases, including preparation of price comparison and supporting documentation, in line with UNDP procurement rules and regulations. Ensures quality control of documents required for processing personnel or procurement actions related to the project activities. Prepares and regularly updates security list of project staff Manages logistical support to project activities, including the project’s vehicle fleet: preparation of the weekly transport plan and assignment of vehicles for field missions, scheduling of vehicle and motorcycle servicing and maintenance, monthly compilation and submission of fuel records and vouchers, and liaison with the Country Office Administration Unit on vehicle registration, licensing and insurance. Leads maintenance of the inventory of project assets and equipment, including issuance and return of assets against signed asset forms, timely tagging of newly procured items in coordination with the Country Office Administration and ICT Units, and maintenance of project correspondence and files. Supports management of the project office premises and services, including the office lease, utilities, stock of office supplies and stationery, cleaning and general maintenance, and provides advance notice to the Project Manager and the Country Office Administration Unit of contract renewal dates. Manages the work schedules of the project’s drivers and office support personnel,