Overview
Provides effective support to the project team to ensure the efficient and effective functioning of administrative and logistical aspects of the work. Supports the formulation of programme strategies and implementation of Country Programme Documents (CPDs).
Key Responsibilities
- Maintains the internal filing and archiving system for UNDP component of Sawasya.
- Supports data entry and review of the Sawasya internal Monitoring & Evaluation system.
- Ensures prompt compiling, copying and distribution of all project/activity reports.
- Liaises with the counterparts’ administrative managers on all issues related to the project.
- Provides support to the preparation and conducting of regular team meetings, Programme Board meetings, events with internal and external stakeholders, field visits.
- Prepares and submits travel authorizations, claim forms for travel expenses.
- Maintains records of verified time sheets for project team.
- Provides administrative support in preparation of project proposal packages.
- Provides administrative support to Technical Specialist in following up on recruitment, contract extension and other internal human resource related issues.
- Makes logistical arrangements for travel, workshops, conferences, missions, field visits Including transport and accommodation.
- Supports effective knowledge management including maintaining the team calendar, leave plan and document management systems.
- Drafts correspondence, agendas, programmes, itineraries for approval.
- Assists the preparation of certificate of completion/evaluation for consultants/contractors.
- Provide background information for preparation of CPDs and establishment of Baselines, Milestones and Targets (BMT).
- Provide information/evidence to guide future programming and identify implementation arrangements.
- Provide day-to-day guidance to implementing partners on implementation of projects and track use of financial resources.
- Contribute to managing digital technology solutions in programme implementation towards scalability and sustainability in line with UNDP’s digital standards.
- Contribute to the effective management of data in programme implementation, across the data lifecycle.
- Follow up on programme and project performance indicators/ success criteria, targets and milestones, preparation of reports, and implementation of corporate results-based management mechanisms and tools.
- Identify programme related bottlenecks and propose solutions.
- Prepare for external and internal programme/project audits, and support implementation of audit recommendations.
- Provide administrative support to the Programme unit by maintaining internal expenditure system and performing quality assurance review of technical reports and payments that includes following up with other units and taking timely corrective actions.
- Organize and deliver programme related training for relevant programme and operations personnel.
- Compile lessons learned and best practices.
- Provide contributions to knowledge networks, communities of practice and digital knowledge platforms.
Required Experience
At least 6 years with High School Diploma or 3 Years with Bachelor’s degree of progressively responsible relevant administrative or Programme experience is required at the national or international level.
Qualifications
High School Diploma OR A university degree in Business Administration, Public Administration, Economics, Political Sciences, Social Sciences, or related field is required.
