• Coordination of project planning and preparation work for, typically, a large and highly complex component of the project initiatives;
• Analysis, researches, summary and presentation of basic information/data on specific project and related topics;
• Preparation for project documents and submission to relevant parties for approval by relevant parties
• Implementation of project standard operating procedures in line with the government and UNDP’s regulations;
2. Support to the effective reporting on progress of project implementation
• 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.
3. Provides administrative support to the Project Management Unit focusing on achievement of the following results:
• Provision of guidance to implementing partner and serves as focal point for coordination, monitoring and expedition of project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests,
• Preparation of 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 the complex 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 complex budget-related issues, periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Supervision of project support assistant, clerical level.
4. Support strategic partnerships and support to the implementation of resource mobilization focusing on the following results
• Updated database of the relevant public and development partners private sector, civil society and other stakeholders who are counterparts for the project;
• Establishment of filing management for internal databases; updated statistical tables, graphic content, and other background materials/notes to facilitate audit and other reviews.
• Finalization and publication of multiple languages report as a tool to communicate results, deepen stakeholder knowledge and buy-in to the project, and resource mobilization for the project,
• in coordination with UNDP’s Communication unit and other relevant counterpart communications department drafts project summaries, coordinates with editor, translation services, etc. on
• Preparation of draft correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares project’s contributions for a variety of periodic reports
5. Supports knowledge building and knowledge sharing focusing on achievement of the following results:
• Organization of trainings for the operations/ projects staff.
• Synthesis of lessons learned and best practices in project management support function
• Contributions to knowledge networks and communities of practice.
Competencies
Core Competencies:
• Demonstrating/safeguarding ethics and integrity
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• 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
Functional Competencies:
Results-Based Programme Development and Management
Level 1. 1: Contributing to results through provision of information
- Provides information and documentation on specific stages of projects/programme implementation
- Provides background information to identify opportunities for project development and helps drafting proposals
Building Strategic Partnerships
Level 1. 1: Maintaining information and databases
- Analyzes general information and selects materials in support of partnership building initiatives
- Maintains databases of donor information
- Tracks and reports on mobilized resources
Innovation and Marketing New Approaches
Level 1. 1: Implementing processes and uses products
- Documents and tracks innovative strategies/best practices/new approaches
- Responds positively to new approaches
Resource Mobilization
Level 1. 1: Providing information for resource mobilization strategies
- Maintains information/databases on potential and actual donors
- Maintains database of project files
- Provides data and information needed for preparation of project documents
Promoting Organizational Learning and Knowledge Sharing
Level 1. 1: Basic research and analysis
- Researches best practices and poses new, more effective ways of doing things
Job Knowledge/Technical Expertise
Level 1. 1: Fundamental knowledge of processes, methods and procedures
- 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
Client Orientation
Level 1. 1: Maintains effective client relationships
- 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
Willingness to take Prince2 training and certification, RMG
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