* Manages continuous demand of calendar schedules and missions for the Project team;
* Manages travel arrangements for the project team and Prepares travel authorizations and all related travel claims;
* Provides supervisor with general secretarial and administrative assistance in carrying out the day to day activities for the project;
* Ensures that Project correspondence/documents are in accordance with established procedures;
* Coordinates and maintains liaison with project staff; conveys directives on operational matters from the supervisor including channeling information from staff to the Project Manager, ensuring that deadlines are met;
* Maintains updated information on leave plans for the Project Team including the application of the work-life policy with regard to telecommuting, flexi-time, etc;
* Obtains and organizes briefing materials for meetings, official missions and appointments;
* Liaises with country office and/or support units on any other requirements e. g. logistics, papers, etc;
* Screens incoming correspondence addressed to the Project manager and determines matters for immediate attention and/or routes to appropriate offices as required;
* Provides logistical and secretarial support for the project team;
* Organizes mid-term and annual appraisal;
* Manages the acquisition of office supplies, receives delivery and takes action for payment to suppliers. 2. Operations and Procurement:
* Requisitions, purchase orders/vouchers and travel arrangements are processed in Atlas and according to UNDP standards and procedures;
* Provides Atlas support to the gender project managers as requested and in a timely manner;
* Documents and processes necessary for recruitment, procurement and contracting of consultants and institutions identified by Project Team are duly and efficiently carried out according to UNDP standards and procedures;
* Assists the Project Team in preparing for conferences, seminars, annual retreats, and any other related events. This includes organizing travels for participants, issuing COAs, making travel related payments, and responding to any other necessary activities;
* Performs all Atlas management duties attached to these coordination tasks (including creating purchase orders, contracting vendors, etc. );
* Facilitates the recruitment of consultants and experts for the Project Team through advertisement of ToRs, preparation of contracts (SSA/SC/RLAs, others) both in and out of Atlas, and setting up vendors;
* Prepares the submission of bidding documents with the counterpart as follows: analyzes and specifies the demands of the Project; determines the scope and basic characteristics of equipment and/or services; documental analysis; analyzes and interprets UNDP procurement guidelines; analyzes the legal implications, pertinent legislation in relation to bidding processes; technical procurement studies of UNDP interests;
* Sends letters of invitation or places public announcements as follows: defines the necessary documents to participate in the bidding processes; defines the evaluation criteria of equipment and/or services’ bidding processes; specifies the special conditions of Contracts to be signed with vendors; attaches Terms of Reference and annexes elaborated by Project in coordination with Project team; elaborates the final bidding document; receives and answers questions regarding clarification or amendment’s bidding document about bidding processes;
* Assists and supports in the recruitment of consultants and experts for the project Team through advertisement of ToRs, preparation of contracts (SSA/SC/RLAs, others) both in and out of Atlas, and setting up vendors;
* Helps the Project manager establish and maintain records in the Atlas routine so as to produce managerial information and other corporate reports on real time. Uses IT resources available in UNDP office to improve the level of efficiency of the Project Team. 3. Resource and Budget Management Functions:
* Assists the Project manager in project budget formulation and budget revisions within Atlas system;
* Supports the Project Manager in project budget and resources monitoring;
* Support the project manager in monitoring the core and non-core allocations and cash balances in Atlas;
* Maintain a check and balance system in the project to ensure adequate spending against available funds.
Competencies
Corporate Competencies:
* Demonstrates commitment to UNDP’s mission, vision and values
* Exerts strict adherence to corporate rules, regulations and procedures. Familiarity with the internal control framework and results-based management tools is a must
* Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability Functional Competencies:
Knowledge Management and Learning
* Shares knowledge and experience
* Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills Development and Operational Effectiveness
* Ability to administer and execute administrative processes and transactions
* Ability to extract, interpret, analyze data and resolve operational problems
* Ability to supervise and train support staff
* Ability to perform work of confidential nature and handle a large volume of work
* Good knowledge of administrative rules and regulations
* Strong IT skills, knowledge of Atlas
* Ability to provide input to business processes re-engineering, implementation of new system Leadership and Self-Management
* Focuses on result for the client and responds positively to feedback
* Consistently approaches work with energy and a positive, constructive attitude
* Remains calm, in control and good humored even under pressure
* Demonstrates openness to change and ability to manage complexitis
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