Overview
The Project Associate will provide administrative and coordination support to strengthen day-to-day project implementation and operational coordination for the UNDP Palau team.
Key Responsibilities
- Provide day-to-day administrative, logistical, and operational support for programme implementation
- Facilitate the organization of advocacy events, workshops, stakeholders’ dialogues and roundtables; participate at events for UNDP information dissemination purposes
- Assist in maintaining, updating and providing valid project information for the website, global database; regularly update and maintain project database as well as stakeholders’ database
- Draft routine correspondence and keep record
- Establish and maintain filing system containing original agreements and amendments, original or copies of interim and final reports with all supporting documents, and mission reports or evaluation documents; maintain records, filing systems, and archives in accordance with project requirements
- Procure office supplies, equipment, and furniture adhering to procurement rules and regulations
- Assist in preparing, prescreening project concepts/proposals evaluation of financial proposals, reviewing, formatting, and maintaining project documents, reports, presentations, and correspondence
- Support collection, compilation, and organization of project information, data, and supporting documentation
- Prepare and maintain the grant disbursement table and calendar; as well as track the Country Operating Budget to ensure compliance with the approved yearly budget
- Process payment requests from grantees and vendors through obtaining necessary clearances and authorizations and ensuring payments are processed promptly, and in accordance with the Standard Operating Procedures
- Management of the Petty Cash account with proper documentation and proper tractable records
- Maintain financial integrity of the programme, implement and monitor accounting system and databases of country operational budget
- Assist in monitoring activity implementation including participation in field visits to project sites and follow up on agreed actions and deadlines; support travel, and logistical arrangements as required
- Contribute to reporting processes by compiling inputs and supporting documentation from relevant stakeholders; assist in reporting and in timely preparation of annual monitoring survey, and other surveys and reports as required
- Support communication and coordination with project stakeholders, partners, consultants, and beneficiaries; assist in drafting articles and publications with proper recognition of UNDP’s and donor’s contribution
- Actively support efforts on knowledge management, knowledge networking and visibility of UNDP programmes in Palau
- Perform other programme-related tasks to ensure the effective implementation of programme activities.
Required Experience
- At least 1 year of relevant experience in project support, administration, coordination, operations, volunteering, or related activities.
- Previous experience with international organizations, development projects, NGOs, government institutions, or the private sector is an asset.
- Good organizational and coordination skills, with the ability to support planning and implementation of project activities.
- Ability to prepare, review, and organize project documents, reports, presentations, and correspondence.
- Strong communication and interpersonal skills, with the ability to work effectively with diverse stakeholders.
- Basic research, information management, documentation, and reporting skills.
Qualifications
- First-level university degree (undergraduate, bachelor, or equivalent), preferably in Business Administration or an environmental science field with one (1) year of relevant experience, will be considered an asset; OR
- Secondary school diploma (or high school equivalent) and five (5) years of relevant experience are required.
