Project Assistant

About UNDP

The United Nations Development Programme (UNDP) is a global leader in the fight against poverty, inequality, and climate change. We collaborate with nations worldwide, leveraging our extensive network of experts and partners to develop integrated and sustainable solutions for people and the planet. Learn more at undp.org or follow us at @UNDP.

UNDP is dedicated to achieving workforce diversity in terms of gender, nationality, and culture. We strongly encourage applications from individuals belonging to minority groups, indigenous communities, and persons with disabilities. All applications are handled with the utmost confidentiality. UNDP maintains a zero-tolerance policy towards sexual exploitation and abuse, harassment (including sexual harassment), and discrimination. All selected candidates will undergo thorough reference and background checks.

Zimbabwe Resilience Building Fund (ZRBF) Phase II

As a key partner in Zimbabwe's resilience efforts, UNDP, in collaboration with several donors, has spearheaded the Zimbabwe Resilience Building Fund (ZRBF) Phase II. This initiative aims to enhance community capacities to safeguard development gains and improve well-being amidst shocks and stresses, thereby contributing to Zimbabwe's economic growth. The fund focuses on four key result areas: a) generating evidence and building capacity for institutions, systems, and communities to promote sustainable natural resource management and livelihood options; b) improving natural resource management, utilization, and environmental protection for sustainable food systems and resilience; c) fostering enhanced sustainable and diversified livelihood opportunities for inclusive rural economic growth; and d) strengthening climate and disaster risk governance for resilience through early warning and early action systems to protect development gains.

The program is designed to address economic, social, and climate change challenges within proposed landscapes, offering context-specific interventions informed by comprehensive assessments of landscapes and community needs. ZRBF Phase II builds upon the successes of its predecessor.

Duties and Responsibilities

The Project Assistant will provide crucial support to the project team in ensuring effective project planning and implementation. Key responsibilities include:

• Assisting in the compilation and summarization of information and data for project work plan formulation.
• Drafting annual/quarterly budgets, implementation arrangement proposals, and other project-specific documents in consultation with the project team.
• Supporting project execution in line with project documents, annual work plans, and agreements with responsible partners.
• Reviewing project documents for completeness and adherence to relevant rules and procedures, flagging any inconsistencies to the supervisor.
• Compiling, summarizing, and presenting basic project information and data.
• Contributing to and supporting data collection for gender analysis and mainstreaming at the project level.
• Providing administrative and logistical support for project delivery, including event organization, procurement, finance activities, contract management, recruitment, and coordination of field visits and missions.

Partnerships and Resource Mobilization

• Establishing and maintaining collaborative relationships with UN agencies, government institutions, and other relevant partners and stakeholders.
• Updating databases of public and development partners and project counterparts.
• Facilitating regular communication with partners, project counterparts, stakeholders, and beneficiaries.
• Supporting the dissemination of high-quality project information and visibility activities.
• Assisting the project team in identifying and gathering information on resource mobilization opportunities.

Monitoring, Evaluation, and Reporting

• Supporting the implementation of the project monitoring system in alignment with the Monitoring and Evaluation framework.
• Collecting, analyzing, and presenting information for project progress monitoring, evaluation against targets, and audit purposes.
• Assisting in the design and execution of internal evaluations and surveys.
• Identifying implementation gaps and supporting their resolution in consultation with the supervisor and partners.
• Organizing progress meetings, field visits, and study tours to monitor project implementation.
• Supporting the organization of workshops, roundtables, and conferences.
• Assisting in the implementation of effective project risk management, including maintaining a documented risk mitigation plan and monitoring identified and emerging risks.
• Updating project risk logs and databases.
• Monitoring project budgets, financial resources, and accounting for transparent resource utilization and accurate financial reporting.
• Supporting the preparation of various project reports (weekly, quarterly, annual) in accordance with monitoring and reporting guidelines and donor requirements.

Knowledge Building and Sharing

• Participating in training on internal procedures for project staff.
• Supporting the organization of training and capacity-building activities.
• Contributing to knowledge networks and communities of practice.
• Maintaining organized records of project data, field activities, case studies, success stories, photographs, and other relevant documents for knowledge sharing and advocacy.

The incumbent will perform other duties as assigned to ensure the efficient functioning of the Office and the Organization.

Competencies

Core Competencies:

• 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 a 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): Appreciates/respects differences, aware of unconscious bias, confronts discrimination.

Business Management:

• Working with Evidence and Data: Ability to inspect, cleanse, transform, and model data to discover useful information, inform conclusions, and support decision-making.
• Digital Awareness and Literacy: Ability and inclination to rapidly adopt new technologies and understand their impact, empowering others to use them. Knowledge of digital technologies and emerging trends.
• Customer Satisfaction/Client Management: Ability to respond promptly and appropriately with a sense of urgency, provide consistent solutions, and deliver timely, quality results to meet client needs. Ability to anticipate client needs and concerns.
• Communication: Ability to communicate clearly, concisely, and unambiguously in both written and verbal forms, tailoring messages and methods to the audience. Ability to manage internal and external communications.
• Monitoring and Evaluation: Ability to systematically monitor results of strategies, programs, and activities, providing feedback and reporting on implementation effectiveness. Ability to make independent judgments based on set criteria and benchmarks. Knowledge of M&E frameworks, concepts, methodologies, systems, processes, and tools.

Finance:

• Budget Management: Ability to support budgetary aspects of work planning and team budget management.

Administration & Operations:

• Event Management: Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements.

Additional Information

Education:

• Secondary education is required.
• A university degree (bachelor's degree) in Business Administration, Public Administration, or an equivalent field will be given due consideration but is not a mandatory requirement.

Experience:

• A minimum of 5 years of progressively responsible administrative or project experience is required with a secondary education.
• A minimum of 2 years of progressively responsible administrative or project experience is required with a bachelor's degree.

Required Skills:

• Proficiency in using computers, office software packages (MS Word, Excel, etc.), and web-based management systems.
• Advanced knowledge of spreadsheet and database packages.

Desired Additional Skills and Competencies:

• Experience in preparing financial reports and overviews.
• Knowledge of monitoring and evaluation tools.
• Familiarity with project management processes.
• Understanding of procurement procedures of national/international organizations.

Required Languages:

• Fluency in English and Shona and/or Ndebele is required.

Equal Opportunity and Inclusion

UNDP is an equal opportunity employer committed to diversity and inclusion. We encourage applications from all qualified individuals, regardless of background. Employment decisions are based on merit and suitability, without discrimination. We strive to create an inclusive workplace where all personnel are empowered, valued, and can thrive.

Zero Tolerance for Harassment and Abuse

UNDP has a strict zero-tolerance policy for harassment, sexual harassment, exploitation, discrimination, and abuse of authority. All selected candidates will undergo relevant checks and are expected to adhere to these standards.

Candidate Selection and Other Opportunities

UNDP reserves the right to select one or more candidates from this announcement. Applications may also be considered for similar positions at the same grade level with comparable job descriptions, experience, and educational requirements.

Scam Alert

UNDP does not charge any fee at any stage of its recruitment process. Please refer to www.undp.org/scam-alert for more information.