Overview
Provides administrative and logistical support for project activities, including work plan development, procurement, and coordination with internal and external teams.
Key Responsibilities
- Support the development of detailed work plans, develop procurement plans and accompanying budgets and budget revisions.
- Respond or draft responses to routine correspondence and other communications.
- Coordinate extensively with service units and liaise frequently with internal team members.
- Perform other related administrative and logistical duties, as required.
- Assist with the collection and analysis of data as well as preparation of data presentations and reports.
- Assist with visualizations and updating information material.
- Support the project coordinator in drafting progress reports, mission reports, evaluation reports etc.
- Review, record, distribute and/or process mail and other documents.
- Maintain calendar/schedules; monitor changes and communicate relevant information.
- Support the Programme Manager in coordination with national project officers.
- Maintain control over the non-expandable equipment and conduct physical verifications.
- Prepare, process and follow-up on administrative arrangements and forms related to the official travel of staff.
- Create travel requests/ expense reports in Umoja.
- Provide support in obtaining visas, arranging transportation and accommodation, etc.
- Prepare templates, collect list of participants during the events, training, meetings, etc.
- Initiate, process, monitor, review and follow-up on actions related to the administration of human resource activities.
- Prepare Terms of Reference for Consultants.
- Support in the hiring process of national and international consultants.
- Prepare Shopping Carts, Request for Quotation (RFQ), Low Value Acquisitions (LVA) and Service Entry Sheets (SES) in UMOJA.
- Prepare Request for Proposal, Terms of Reference (ToR) or technical specifications for Procurement of Goods and Services.
- Handle arrangements for printing and translation as necessary; coordinate shipment arrangements, courier services, etc.
- Receive and review contractor invoices against goods and services provided by the contractor.
- Maintain files (both paper and electronic) for audit purposes and EU funding verification.
- Perform other work-related duties as assigned.
Required Experience
A minimum of five years of relevant work experience in administrative services, general office support, finance, human resources or related area is required. The minimum years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. Experience in the usage of computers and standard MS Office software packages (MS Word, Excel, PowerPoint, etc) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems is required. Experience in programme/project administration and/or technical cooperation related is desirable. At least one year of experience in data analytics or related areas is desirable. Work experience with the United Nations system and/or other international organizations is desirable. Experience in a large Enterprise Resource Planning System is desirable.
Qualifications
High school diploma or equivalent is required.
