Project Assistant NPSA 5

UNDP - United Nations Development Programme (HQ)

Under the overall guidance and supervision of the Programme Specialist Team Lead of Sustainable Green Pathways-Sustainable Green Pathways Pillar and direct supervision of the NDC 3.0 Readiness Project officer, the Project Assistant will provide support for the implementation of tasks associated with the day-to-day management and operation of the project. S/he will be responsible for operational project management support functions.

Under the direct supervision of the Project Officer, the project Assistant is expected to perform the following duties:

Administrative tasks:

• Support in country-level coordination, to facilitate coherent on the ground coordination and collaboration.
• Support project coordination efforts with the management consultants.
• Calendar keeping and appointment scheduling.
• Write correspondence with stakeholders and vendors.
• Maintain filing systems and updating records and bookkeeping tasks.
• Follow up on the procurement plan of the project.
• Conduct as part of the project team the Insurance Development Forum meetings.
• Support as part of project team the preparation and implementation of events and consultants visits.
• Make logistical arrangements for missions and expert s visits, prepares briefing kits and background materials.
• Ensure all project documentation (progress reports, consulting and other technical reports, minutes of meetings, etc.) are properly maintained in hard and electronic copies in an efficient and readily accessible filing system, for when required.

Technical Support to the Project Officer:

• Prepare structured progress reporting reports.
• Participate in meetings and coordinate activities.
• Forecast and refine/review reports.
• Support the liaison role in the field.
• Assist the Project Manager in day-to-day management and oversight of project activities, by flagging up potential risks and issues to the project team.
• Assist the M&E team in matters related to M&E and knowledge resources management and establish the overall results-based M&E strategy in accordance with M&E plans outlined in the project document.
• Guide and coordinate the review of the Project Results Framework, including:
1. Provide technical advice for the revision of performance indicators.
2. Identify sources of data, collection methods, who collects data, how often, cost of collection and who analyses the data.
• Facilitate annual review of risks by the Project Officer.
• Provide support for conducting data collection and review, compilation of background materials for use in reporting, discussions and briefing sessions, prepare components of presentations and briefings.
• Drafts correspondence relating to assigned project areas; clarifies, follows up, responds to requests for information, ensuring proper communication and information exchange within the Project Team.
• Support developing the work plan and be familiar with, as part of the project team.
• Support the project officer and communications officer in ensuring the visibility of the UNDP and its partners, and develop a communication strategy to document and share project activities including support video documentaries, record success stories etc.

Financial Tasks:

• Assist the Project officer and Programme Associate in preparation of AWP, draft budget revisions and drafts monthly, quarterly and annual financial reports for the project.
• Prepare documentation for vendors and for Request for Payments, to ensure smooth financial operation of AWP activities.
• Well versed in budgeting, inventory maintenance, time management and task prioritization.
• Ensure payments are processed in a timely manner.
• Ensure vendor supplies are entered in the financial system.
• Solid know-how of general office procedures and excellent organizational skills.

Perform any other tasks assigned by the project officer.