Project Administrative and Technical Assistant at UNDP

The Project Assistant will directly report to the head of the Environment and Climate Cluster. He/she will provide project management support services, including processing requests for payments, budget management and monitoring. He/she will also assist Programme Officers in performing project management and technical duties. He/she will work in close collaboration the with the operations, programme and projects staff in the CO and UNDP HQs staff to exchange information and ensure excellent and consistent service delivery.

Duties and Responsibilities

Under the direct supervision of head of the Environment and Climate Cluster, the incumbent will be responsible for, but not limited to, the following duties:

Administrative and Financial Support (75%)

• Prepare all payment requests, financial record-keeping and preparation of financial reports required in line with both the National Implementation and Direct Implementation financial rules and procedures;
• Responsible for ATLAS-related transactions, e.g. keep track and update Risk Management Module and issues log;
• Maintain the budget and expenditure of projects within a portfolio, including formulation, revisions, and record keeping in ATLAS, monthly status reports, and reporting and liaising with the UNDP on budget matters;
• Support preparation of background information for project implementation, work plans and budget;
• Keep records and files of financial and technical documentation and reports;
• Draft the cluster’s Annual Procurement Plan and monitor to ensure implementation of the plan in accordance with UNDP’s policies/procedures;
• Support the purchase of goods and services and following up on issuance of contracts and payments;
• Liaise on the conduct of project audit and ensure access by auditors to project documentation, personnel, and institutions involved in the project
• Assist in the organization of in-country events (meetings, seminars, workshops, trainings etc), ensuring logistical arrangements;
• 10) Prepare internal and external travel arrangements for personnel;
• 11) Take record of meetings and draft correspondence as required;
• 12) Undertake other duties per the requirements of the portfolio.

Technical Support (25%)

• Draft Terms of Reference/Concept Notes for projects within the Portfolio.
• Support in drafting/reviewing Project Reports in line with UNDP’s corporate procedures.
• Assist drafting of Annual Work Plans and Budgets for projects within the Portfolio.

Competencies

• Communicating information and ideas: Communicating clearly and effectively. Seeking to understand the ideas of others. Facilitating and encouraging open communication. Creating an environment for open communication. Inspiring and persuading others.
• Ethics and values: Taking actions that are congruent with what he/she says. Reliably delivering on promises and honoring commitments made. Demonstrating consistency in upholding and promoting the values of UN/UNDP in actions and decisions. Demonstrating an appreciation of differences in values and learning from cultural diversity. Moves from demonstrating sensitivity to encouraging full participation, to leveraging diversity.
• Knowledge sharing/continuous learning: Taking responsibility for self-learning and development. Actively seeking learning and career development opportunities. Promoting organizational learning and knowledge management. Building a culture of knowledge sharing and learning.
• Organizational awareness: Understanding, building and using formal/ informal systems and contacts in a complex organizational and global environment to obtain results. Moves from an ability to use organizational services to assist others, to applying corporate thinking and applying judgment, to building support and finally, demonstrating political acumen.
• Self-management and emotional intelligence: Managing moods, responding effectively to stress, situations of ambiguity or crisis. Managing relationships with others to achieve mutual benefits. Building an emotionally intelligent organization.
• Working in teams: Working effectively with colleagues in ways that allow the achievement of shared objectives. Building teams both within existing organizational structures and outside of them. Creating team spirit and unity of purpose across the business unit.

Functional competencies: 

• Building strategic partnerships: Establishing, maintaining, and utilizing a broad network of contacts. Building partnerships and strategic alliances. Leveraging the resources of national governments and other development partners.
• 8. Client orientation: Understanding and meeting or exceeding client needs. Anticipating and addressing client needs and concerns. Developing innovative approaches to meeting client needs. Ensuring overall provision of quality services to clients.
• Job knowledge and technical expertise: Demonstrating and applying professional and/or technical expertise/knowledge of the post or discipline. Focusing on the knowledge and skill areas necessary to effectively perform the functions of the post. Identifying and seeking to expand knowledge and improve work processes.
• Creating visibility for UNDP/supporting UNDP’s capacity to advocate: Ensuring that  UNDP has the visibility and corporate image it requires as the key development actor.
• Innovation and marketing new approaches: Enhance existing processes or products. Developing original and innovative ideas and approaches.
• Integration in a multi-disciplinary environment
• Promoting accountability and results-based management: Monitoring and promoting practices, procedures and systems that support accountability and results-based management, while also influencing change in the organizational culture.
• Results-based programme development and management. Effectively managing core and non-core resources to achieve UN development results

Required Skills and Experience

Education:

• Secondary Education, preferably with specialized certification and/or training in Accounting and Finance.
• University degree in Business or Public Administration or similar is preferable.

Experience:

• At least 5 years of proven professional experience in financial resources management, budget management or administrative support functions.
• Demonstrated exposure to project management, preferably in the area of environment and climate.
• Experience in ATLAS project management system is an asset.

Language Requirements:

• Fluency in written and spoken English

Technology Proficiency:

• Proficiency in Microsoft Office (Word, Powerpoint, Excel, Outlook, etc)
• Disclaimer
• Important applicant information
• All posts in the SC categories are subject to local recruitment.