Overview
Assists in the coordination of programme/project planning and preparation, monitors project proposals, and compiles programme/project data. Serves as a focal point for administrative coordination of programme/project implementation activities.
Key Responsibilities
- Assists in the coordination of programme/project planning and preparation.
- Monitors status of programme/project proposals and receipt of relevant documentation.
- Compiles, summarizes, and presents basic information/data on specific programmes/project.
- Reviews project documents, especially cost plans/budgets, for completeness and compliance.
- Supports preparation of budget monitoring tools and expenditure forecasts.
- Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
- Monitors expenditures against approved budgets and tracks commitments and disbursements.
- Serves as focal point for administrative coordination of programme/project implementation activities.
- Initiates requests, obtains necessary clearances, processes and follows-up on administrative actions.
- Arranges travel (flights, visas, accommodation and security clearances).
- Organizes workshops, meetings and training activities.
- Assists with recruitment and appointment of personnel.
- Authorizes payments, disbursement of funds, procurement of equipment and services.
- Manages assets and equipment in line with established rules, procedures, and audit requirements.
- Compiles, summarizes and enters data on project delivery.
- Drafts related status reports, identifying shortfalls in delivery, budget overruns, etc.
- Proactively flags financial, administrative or logistical risks and brings issues to the attention of management.
- Drafts correspondence on budget-related issues.
- Prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
- Provides general office assistance.
- Responds to complex information requests and inquiries.
- Reviews, logs and routes incoming correspondence.
- Sets up and maintains files/records.
- Ensures proper filing, record management and organization of programme documentation.
- Organizes and coordinates meetings, workshops and training events.
- Handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
- Provides guidance/training to new/junior staff.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports.
- Performs other duties as assigned.
Required Experience
A minimum of five (5) years of experience in programme or project administration, technical cooperation or related area is required. Experience in monitoring expenditures, tracking budgets and supporting financial reporting, is required. Experience in organizing workshops, meetings and training activities, including logistics coordination and travel arrangements, and liaising with multiple stakeholders and service providers, is required. Experience in the United Nations or similar international organisation is desirable. Experience in Umoja or another ERP system is desirable. Experience in providing administrative support to procurement processes, and in asset management and other project administrative functions is desirable. One year or more of experience in data analytics or related area is desirable.
Qualifications
High school diploma or equivalent is required.
