Project Associate

Office/Unit/Project Description (max 300 words)

UNDP is the United Nations’ global development network, advocating for change and connecting countries to knowledge, experience and resources to build resilient nations and improve livelihoods. Established in The Gambia in 1975, UNDP supports the Government through technical assistance, access to global expertise and financial resources to implement national development frameworks, strengthen capacities, eradicate poverty and achieve the Sustainable Development Goals (SDGs).

In The Gambia, UNDP contributes to sustainable human development aligned with the Recovery Focused National Development Plan (RF-NDP 2023–2027), the 2030 Agenda for Sustainable Development and the African Union’s Agenda 2063. Its support includes institutional capacity strengthening, strategic partnerships, evidence-based policy formulation, planning and implementation, resource mobilisation and the mainstreaming of cross-cutting priorities.

With funding from the African Development Bank through the Transition Support Facility (TSF) Pillar III, UNDP is implementing the Building Resilience and Inclusive Development for Governance and Equality (BRIDGE) project. The project aims to strengthen institutional and legislative capacity for gender-responsive, transparent and accountable justice systems. It also promotes women’s leadership and political participation, strengthens civil society organizations’ capacity for accountability and advocacy, supports regional peer learning on governance and transitional justice, and introduces gender-responsive budgeting tools.

The project fosters strategic partnerships with government ministries, independent oversight bodies, the judiciary, civil society, the media, academia and community-based organisation. It supports key institutions including the Ministry of Justice, Anti-Corruption Commission, National Human Rights Commission and relevant National Assembly committees, while working closely with women-led, youth and disability organizations to enhance inclusive participation, accountability and justice delivery, particularly regarding gender-based violence and rights violations.

Ultimately, the BRIDGE project contributes to strengthening public trust, deepening citizen participation and promoting an inclusive, transparent and accountable state, thereby supporting long-term resilience, peaceful coexistence and democratic governance in The Gambia.

Scope of Work

Under the overall guidance of the BRIDGE Project Manager, the Project Associate will be responsible for providing back-office/administrative support to the project including:

Key duties and responsibilities:

1. Management Support:

• Provide support with all financial and administrative requirements of the project, especially those related to project funding and accounting.
• Assist in ensuring that project is executed in a timely and appropriate manner.
• Assist or support in facilitating, guiding the work of the national team; manage payment schedules.
• Assist in project related activities, including planning for meetings, local and national consultations, trips and other project related activities.
• Ensure all national and international travel is organised smoothly.
• Document and share records of meetings, decisions, actions, etc.
• Support with the Monitoring and Evaluation of the project at the national level, including workshop evaluations.
• Any other duties assigned by the Senior Finance Expert (Project Lead), that have direct relevance to the project.

2. Financial Oversight:

• Support the Management of the project budget and support overseeing of procurement and accounting procedures and activities, together with the UNDP Country Office.
• Ensure financial resources are disbursed on time to implementing partners.
• Maintain records of expenditures and collaborate in financial reporting.
• Financial and administrative tracking of activities and expenses.
• Liaising with UNDP country office to facilitate financial reporting and compliance, and UNDP procurement compliance.

3.Ensures effective administrative and logistical support to ensure successful project delivery:

• Develop calculations for the development of the annual workplan/budget.
• Handle all required procurement processes, requisitions and purchase orders, ensuring compliance with UNDP rules and regulations.
• Maintain an inventory of assets/equipment and support with the handover of equipment upon project closure.
• Ensure the Quantum approval system is set up at the Country Office for the project.
• Handle all logistical matters to organise the inception workshop, consultation workshops and any meetings as required
• Regularly update the procurement plan and contacts list.
• Handle of all travel arrangements for national travel/missions and participants to national-level workshops.
• Handle all travel procedures for participants to global and regional workshops and other international meetings, ensuring all necessary visa, security clearances and plane tickets are obtained on time.
• Support with communication, facilitation and organization of outreach activities, press releases, project/UNDP/government briefing notes, translations, etc.;
• Support knowledge building/sharing of the project.

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

Supervisory/Managerial Responsibilities: The Project Associate have no supervisory responsibility

4. Institutional Arrangement

The Project Associate will be under the direct supervision of the BRIDGE Project Manager.

UNDP shall be entitled to intellectual property and other proprietary rights over all materials that have a direct relation to the project.

5. 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

Business Management: Communication

• 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.

Administration & Operations: Travel Policy and Procedures

• Travel Policy and Procedures - Interprets travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters; management and tracking of exception requests to the standard of accommodation; reporting to UN.

Partnership: Private sector resource mobilization

• Ability to identify, develop and manage partnerships that leverage private sector technical expertise and resources.

General (across the functions): Project Management

• Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals

Finance: Financial Planning and Budgeting

• Ability to create and manage processes to achieve UNDP's long and short-term financial goals, including through planning, budgeting, forecasting, analyzing and reporting.

Procurement:

• The ability to acquire goods, services or works from an outside external source

6. Minimum Education Requirements

• Secondary education is required, or
• University Degree (bachelor’s degree) in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement. Min. years of relevant work experience
• A minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of progressively responsible administrative or project experience is required. Required skills
• Sound understanding of key software packages (MS Office) Desired skills in addition to the competencies covered in the Competencies section
• Experience with UNDP/UN policies, procedures and practices, particularly in relation to project development and implementation, is highly desirable.
• Specialized training in administration, accounting, finance or related fields would be an advantage.
• Knowledge of monitoring and evaluation tools for reliability of financial reports is highly desirable
• Experience in preparation of project activity reports as well as Knowledge of project management processes is an advantage.
• Experience in preparing regular project financial reports for internal and external distribution; preparing all project meeting minutes and drafting of project training evaluation reports is desirable
• Knowledge of procurement procedures of national / international organizations
• Experience in dealing with national experts and international institutions.
• Experience in preparation of project activity reports.

Required Language (s)

• Fluency in English is required.
• Knowledge of one of the local languages (Mandinka, Fula, Wolof) is desired

7. The following documents shall be required from the applicants:

• Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
• A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
• Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.

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

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