Project Administrative Associate [Open to external applicants]

Overview

Provide administrative and financial support for project implementation, ensuring effective coordination and smooth day-to-day operations.

Tasks Summary

• Perform administrative tasks related to programme development, including screening and archiving documents.
• Provide assistance in preparing presentations, reports, and programme profiles.
• Ensure timely submission of documents for personnel contracts.
• Assist with the induction of new project personnel.
• Maintain electronic and manual filing systems.
• Provide administrative and logistical support for meetings, workshops, and events.
• Ensure inventory and asset management.
• Track and monitor incoming shipments and maintain logistics documents.
• Participate in warehouse physical inventory verification.
• Make travel arrangements and coordinate with travel assistants.
• Prepare and submit Travel Authorizations and travel claims.
• Support day-to-day management of project financial operations.
• Review and analyze project budget implementation and process budget revisions.
• Monitor project financial performance.
• Prepare requests for financial authorization.
• Support preparation of financial reports for donors.
• Monitor project financial expenditure.
• Verify supporting documentation for payment requests and financial reports.
• Assist in the preparation/revision of Annual Work Plans.
• Assist in preparing mid-year and annual budget expenditure reports.
• Support preparation for and follow-up on annual project audits and financial spot checks.
• Assist in designing the Procurement Plan for the project.
• Contribute to the design of Requests for Quotations, Proposals, and Bids.
• Register tender cases and facilitate evaluation and contract management procedures.
• Assist in Contract Management procedures.
• Contribute to preparation of evaluation reports.
• Support timely extension and/or termination processes of contracts.
• Ensure timely follow-up actions on Purchase Orders and invoices.
• Ensure timely corrective actions on Purchase Orders and invoices with budget check errors.
• Ensure timely closure of purchase orders in ERP system.
• Support the creation of supplier profiles in ERP system.
• Support the preparation of analysis, infographics, and presentations on project budget planning.
• Maintain project information calendar.
• Draft minutes and correspondence.
• Participate in training and organize briefings on internal procedures.
• Provide support to capacity building activities.
• Support in the dissemination and sharing of relevant data and lessons learned.
• Compile and systematize project knowledge, products, and tools.

Experience Requirements

• Minimum seven (7) years (with secondary education) or 4 years (with bachelors degree) of progressively responsible administrative or project experience is required.
• Demonstrated experience in procurement and finance.
• Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database package, including the ability to apply existing and develop new financial management systems.

Qualification Requirements

• Secondary Education is required.
• University degree (Bachelor´s degree) in Business Administration, Management, Economics, Human Resources, Finance, Accounting, Social Sciences or other related fields will be given due consideration but it is not a requirement.

Other Details

Languages Required: English, Russian and/or Tajik

Languages Preferred:

Contract Duration: 6 months

Work Modality:

Remuneration: