Overview
Provide general administration and operational management support to the UNDP Sub-office in Cox’s Bazar, Bangladesh, ensuring compliance with UNDP rules and regulations.
Key Responsibilities
- Provide general administration and operational management support to the UNDP-CXB Sub-office.
- Manage the Sub-office project’s operations team (finance, procurement, administration, logistics).
- Ensure full compliance with UN/UNDP rules, regulations, and policies for financial processes.
- Support planning of project’s financial resources, including budget preparation and monitoring.
- Assist in project planning, management support, and Annual Work Plan (AWP) implementation.
- Prepare invoices for payments and address financial process issues.
- Prepare revisions of AWPs and procurement/HR plans.
- Provide organizational and administrative support for project activities (roundtables, workshops, meetings).
- Support projects in the procurement process and coordinate with UNDP-CXB Operations.
- Monitor TR, TP, Ticketing and process Daily Subsistence Allowance (DSA).
- Monitor Fleet management functions.
- Prepare administrative documents and maintain files systematically.
- Supervise and monitor duties/activities of drivers and messengers.
- Ensure project assets management functions.
- Assist asset transfer/disposal as per UNDP asset management guidelines.
- Provide day-to-day administrative support for project activities.
- Support HR documentation and maintain leave records.
- Prepare invoices for consultants and vendors.
- Maintain project cash advance and ensure invoices/bills.
- Manage Sub-office contract management.
- Draft Letters of Agreement, Memorandum of Understanding, Cost-sharing agreements, Fund release letters, and Contracts.
- Oversee management of contracts with implementing partners.
- Ensure compliance with guidelines regarding personnel, procurement, sub-contract, and financial management.
- Maintain liaison and coordination support with relevant agencies and Projects stakeholders.
- Organize training for operations/projects staff on administration.
- Provide contributions to knowledge networks and communities of practice.
Required Experience
• Minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of relevant experience in vehicle and assets management including logistic support, preferably with any National or International/ Development organizations.
Qualifications
- Secondary Education is required.
- University degree (Bachelor’s degree) in Business Administration, Public Administration; Social Science; Management and Finance or any other related field from any recognized University will be given due consideration, but it is not a requirement.
