Overview
Provide administrative, logistics, and financial support to ensure effective and timely implementation of planned project activities.
Key Responsibilities
- Manage all financial transactions, in line with UNDP rules and regulations
- Prepare inputs to formulation of Annual Work Plan (AWPs)
- Provide inputs to detailed implementation plans
- Assist in formulation and revision of budgets
- Assist in formulation of procurement and Human Resource (HR) Plans
- Assist in revision of AWPs, periodic revisions of procurement/HR plans
- Assist in arranging logistics, preparing agenda and coordinating with related stakeholders for organizing workshops
- Compile supporting documents for procurement and recruitments processes
- Create e-requisitions in Quantum to initiate procurement processes
- Revise e-requisitions as necessary
- Promptly follow up with CO units on pending actions
- Create e-requisitions for travel and prepare Travel Authorization (TAs)
- Prepare payment requests and submit to CO
- Prepare receipts in Quantum
- Provide administrative and logistics support to the Project activities
- Liaise with service providers such as workshop venue, catering and event organizers
- Assist all necessary financial disbursement and procurement of goods and services
- Arrange for official travel logistics of team members
- Prepare and regularly update the payments trackers and follow up on the outstanding payments
- Assist with risk management in Quantum
- Monthly update of current assets sheet
- Implement transfer of assets
- Maintain project supplies and initiate procurement of supplies
- Facilitate the periodic asset, inventory and supplies physical count
- Maintain filing system for the project
- Support knowledge building, knowledge sharing and capacity building relevant to the assigned project
- Participate in training and organize briefings on internal procedures for the project staff
- Provide support to other capacity building activities
- Provide support in the dissemination and sharing of relevant data and lessons learned
- Keep pulse on emerging best practices nationally, regionally, and internationally
- Make sound contributions to knowledge networks and communities of practice
- Support compiling and systematizing project knowledge, products and tools
- Perform other duties within their functional profile as deemed necessary
Required Experience
- A minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of progressively responsible administrative or project experience is required.
- 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 packages.
- Experience in preparation of financial reports and overviews
- Experience in monitoring and evaluation tools
- Experience in project management processes
- Experience procurement procedures of national / international organizations
Qualifications
Secondary education is required. University Degree (bachelor´s degree) in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
