Overview
Support administration and facilitation of programme/project implementation activities for the Environment and Development Division (EDD) of United Nations ESCAP.
Key Responsibilities
- Develop an excellent overview of the project objectives, timelines and activities, including from an administrative perspective.
- Check balances and allotment structures and to ensure that the project is able to be effectively implemented, from a financial perspective.
- Develop the budget reporting form to track allotments and aligning ESCAP budget format with the UNOPS financial reporting requirements, and develop the financial reports according to the UNOPS time schedule as per the interagency agreement.
- Liaise with the administrative and expert team in the CCDA, PNG as needed, to develop substantive and financial reports, and documents required for recruitment of consultants/individual contractors, authorization of payment requests, travel arrangements, disbursement of funds, procurement of equipment and services for national consultations, etc.
- Develop and track project timelines from an administrative perspective (including contracting and payment schedules) and support the project team regarding adhering to administrative deadlines.
- Respond to wide range of correspondence and other communications with internal staff, suppliers and partners.
- Support the tracking of project balances and put in place measures to report updated financial information on a regular basis to the project officer, and also to make financial information easily available to the project officer.
- Monitor processes and schedules related to the project outputs, products, tasks, etc.; where applicable, assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
- Proofread documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
- Proactively put in place mechanisms to reduce overall administrative transactions for routine issues (such as contractor payments) and provide clear information to project staff as needed.
- Manage administrative processing i.e. recruitment of consultants/individual contractors, authorization of payment requests, travel arrangements, disbursement of funds, procurement of equipment and services for national consultations, meeting organization.
- Work closely with project officer to ensure optimal scheduling of activities and administrative processes.
- Performs other duties as assigned.
- Provide administrative and logistical support in organizing physical/virtual meetings, workshops and high-level conferences and consultations.
- Process invitations and nominations, registration, arranging meeting facilities, providing administrative services, e.g. travel arrangements and procurement of equipment and services, and other support as required.
- Proofread documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
- Performs other duties as assigned.
Required Experience
Minimum of 3 years' work experience in administrative and/or secretariat field. Experience in organizing and facilitating virtual meetings/workshops/trainings.
Qualifications
High school diploma or equivalent. A university degree is desirable.
