PROJECT ASSISTANT PETRA

  • Added Date: Friday, 04 January 2019

Similar jobs

Project Assistant
Organization: UNDP - United Nations Development Programme
Added: Tuesday, 20 August 2019
Deadline: Tuesday, 03 September 2019
Project Assistant
Organization: UCP Wheels for Humanity
Added: Thursday, 08 August 2019
Deadline: Saturday, 31 August 2019
Project Assistant - NAP
Organization: UNDP - United Nations Development Programme
Added: Friday, 09 August 2019
Deadline: Friday, 23 August 2019
  • 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

Recommended for you