Overview
Provides administrative and financial support to a project focused on transitioning Trinidad and Tobago towards a net-zero, nature-positive economy. Ensures administrative and financial coherence with the wider portfolio, with a focus on procurement, financial management, and reporting.
Key Responsibilities
- Support procurement;
- Financial and administrative tracking of activities and expenses;
- Support with communication, facilitation and organisation of outreach activities, press releases and project/UNDP/government briefing notes;
- Record keeping of project funds and expenditures, and ensure all project-related financial documentation are well maintained and readily available when required by the project;
- Review project expenditures to ensure that project funds are used in compliance with the Project Documents and financial rules and procedures;
- Validate and certify reports and financial forms before submission;
- Provide necessary financial information as and when required for project management decisions;
- Provide necessary financial information during project audit(s);
- Review annual budgets and project expenditure reports, and notify the Project Manager and Programme Manager if there are any discrepancies or issues;
- Consolidate financial progress reports submitted by the responsible parties for implementation of project activities;
- Liaise and follow up with the responsible parties for implementation of project activities in matters related to project funds and financial progress reports;
- Provide support with all financial and administrative requirements of the project and related portfolio activities, especially those related to funding and accounting;
- Assist in ensuring that project is executed in a timely and appropriate manner;
- Assist or support in facilitating, guiding the work of the national team; manage payment schedules;
- Assist in project related activities, including planning for meetings, local and national consultations, trips and other project related activities;
- Handle all travel arrangements for national travel/missions and participants to national-level workshops;
- Handle all travel procedures for participants to global and regional workshops and other international meetings;
- Document and share records of meetings, decisions, actions, etc.;
- Support with the Monitoring and Evaluation of the project at the national level, including workshop evaluations;
- Support the management of the project budget, and support the team lead in project related procurement and accounting procedures and activities;
- Ensure project financial resources are disbursed efficiently and on time;
- Maintain records of expenditures and collaborate in financial reporting;
- Develop calculations for the development of the annual workplan/budget;
- Handle all required procurement processes, requisitions and purchase orders, ensuring compliance with UNDP rules and regulations and consulting with the Procurement Unit as needed;
- Maintain an inventory of assets/equipment and support with the handover of equipment upon project closure;
- Ensure the Quantum approval system is set up at the Country Office for the project;
- Handle all logistical matters to organise the inception workshop, consultation workshops and any meetings as required;
- Regularly update the procurement plan and contacts list;
- Participate in training on internal procedures for the project personnel and provide support to the organization of training and other capacity building activities as needed;
- Make sound contributions to knowledge networks and communities of practice.
Required Experience
Minimum of 5 years (with secondary education) or 2 years (with bachelor’s degree) of experience in administrative support and financial management preferably within a project management setting or an organization focusing on environmental, climate, or sustainability projects. Experience in dealing with national experts and international institutions.
Qualifications
Secondary education required. Or A university degree (bachelor´s degree) in Environment, Finance, Business Administration or related field will be given due consideration, but it is not a requirement.
