- Assists in the coordination of project planning and preparation work for, typically, a medium-size and complex component of the project initiatives;
- Compiles, summarizes, and presents basic information/data on specific project and related topics or issues.
- Preparation for project documents and submission to relevant parties for approval by relevant parties
- Implement project standard operating procedures in line with the government and UNDP’s regulations;
- Preparation and analysis of project workplan and budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of work proposal and budget estimation, ensuring requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
- Preparation of results oriented progress reports, in line with the monitoring and reporting guidelines and presents it to the project assurance team on a timely manner;
- Preparation of data for monitoring of projects ; categorization, updating, tracking and analysing data related to projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews
- Identification of issues and initiates requisite follow-up actions
- Preparation of reports on budget revisions, expenditures and obligations, verification availability of funds;
- Preparation for financial authorizations for expenditures to be approved and documentation in prevailing budget system;
- Preparation of annual and quarterly work plans as well as project board meetings, audit, operational and financial closure of a medium size project.
- Supporting the team and serves as focal point for administrative issues related to coordination, monitoring and expedition of project implementation activities
- Preparation of draft standard terms of reference against project objectives, obtained necessary clearances, process and follow-up on administrative actions and provision of solutions to the issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, security compliance, etc.
- As focal point for responding to simple information requests and inquiries; review and establishment of filling management system; organization of meetings, workshops; monitoring of implementation of various routine administrative tasks.
- Preparation of draft correspondence on project budget-related issues, periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
- Updated database of the relevant public and development partners private sector, civil society and other stakeholders who are counterparts for the project;
- In coordination with supervisor and other relevant counterpart communications department, support documentation of the project activities as a tool to communicate results, deepen stakeholder knowledge and buy-in to the project, and resource mobilization for the project.
- Participation in the trainings for the operations/ projects staff.
- Documentation of lessons learned and best practices in project support management function.
- Contributions to knowledge networks and communities of practice.
- human rights and gender equality is prioritized as an ethical principle within all actions;
- activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
- any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
- differentiated needs of women and men are considered;
- inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
- necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.
- Demonstrating/safeguarding ethics and integrity
- Demonstrate corporate knowledge and sound judgment
- Self-development, initiative-taking
- Acting as a team player and facilitating team work ,including working in teams and empowering project staff to create an enabling gender equality environment on non-hierarchical bases.
- Facilitating and encouraging open communication in the team, communicating effectively including communication skills to exchange information, and key ideas in a manner that engages the audience and helps others to understand and retain messages about gender equality and parity
- Creating synergies through self-control
- Managing conflict , including conflict resolving skills to manage gender barriers and gender blind behaviors within the project and with partners
- Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
- Informed and transparent decision making
- Identifies relevant information for advocacy for a variety of audiences
- Provides information and documentation on specific stages of projects/programme implementation
- Provides background information to identify opportunities for project development and helps drafting proposals
- Analyzes general information and selects materials in support of partnership building initiatives
- Maintains databases of donor information
- Tracks and reports on mobilized resources
- Documents and tracks innovative strategies/best practices/new approaches
- Responds positively to new approaches
- Maintains information/databases on potential and actual donors
- Maintains database of project files
- Provides data and information needed for preparation of project documents
- Researches best practices and poses new, more effective ways of doing things
- Promotes knowledge management on gender equality issues
- Understands the main processes and methods of work regarding to the position
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrates good knowledge of information technology and applies it in work assignments
- Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments
- Theoretical and/or practical knowledge of gender equality and women’s empowerment in development programming
- Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences
- Reports to internal and external clients in a timely and appropriate fashion
- Organizes and prioritizes work schedule to meet client needs and deadlines
- Responds to client needs promptly
- Ability to consider that men and women are effected differently from different interventions and needs to be approached differently.
- Knowledge of and experience in supporting administration of emergency response related projects will be highly desirable.
- Strong knowledge and solid experience in providing project management support are essential as well as ability to draft good quality correspondence on budget-related issues, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc
- Good inter-personal and team building skills.
- Full time availability for project management support duties is essential.
- Familiar with Government and UN/UNDP procedures would be desirable
- Solid computer skills required, knowledge of spreadsheet and database packages
- Experience in handling of web-based management systems would be highly desirable.
Contract Duration: 12 months with possible extension