Project Support Associate (Part-time-50%)

United Nations Development Programme (Jordan, Regional Bureau for Arab States)

Duties and Responsibilities

Under the overall guidance of the UNDP Programme Analyst (Sustainable Growth, Energy, Environment and Gender) and the Project Coordinator., the Project Support Associate will be responsible for providing back-office/ administrative support to the project including:

(I) facilitating procurement,

(II) financial and administrative tracking of activities and expenses,

(III) support with communication, facilitation and organization of outreach activities, press releases, project/UNDP/government briefing notes, translations, etc.

(IV) liaising with UNDP country office, and GPMTSU (Global Project Management and Technical Support Unit) to facilitate financial reporting and compliance, and UNDP procurement compliance.

1.) Facilitating procurement

• Handle all required procurement processes, requisitions and purchase orders, ensuring compliance with UNDP rules and regulations,
• Maintain an inventory of assets/equipment and support with the handover of equipment upon project closure,
• Ensure the Quantum approval system is set up at the Country Office for the project,
• Handle all logistical matters to organise the inception workshop, consultation workshops and any meetings as required,
• Regularly update the procurement plan and contacts list.

2.) Management Support

• Provide support with all financial and administrative requirements of the project, especially those related to project funding and accounting,
• Assist in ensuring that project is executed in a timely and appropriate manner,
• Assist or support in facilitating, guiding the work of the national team; manage payment schedules,
• Assist in project related activities, including planning for meetings, local and national consultations, trips and other project related activities,
• Ensure all national and international travel is organised smoothly,
• Document and share records of meetings, decisions, actions, etc,
• Support with the Monitoring and Evaluation of the project at the national level, including workshop evaluations,
• Any other duties assigned by the Programme Analyst/ Project Coordinator, that have direct relevance to the project.

3.) Financial Oversight

• Support the Management of the project budget, and follow up on procurement and accounting procedures and activities, together with the UNDP Country Office and the GPMTSU,
• Ensure financial resources are disbursed on time to implementing partners,
• Maintain records of expenditures and collaborate in financial reporting.

4.) Ensures effective administrative and logistical support to ensure successful project delivery

• Develop calculations for the development of the annual workplan/budget,
• Handle all required procurement processes, requisitions and purchase orders, ensuring compliance with UNDP rules and regulations,
• Maintain an inventory of assets/equipment and support with the handover of equipment upon project closure.
• Ensure the Quantum approval system is set up at the Country Office for the project,
• Handle all logistical matters to organise the inception workshop, consultation workshops and any meetings as required,
• Regularly update the procurement plan and contacts list,
• Handle of all travel arrangements for national travel/missions and participants to national-level workshops,
• Handle all travel procedures for participants to global and regional workshops and other international meetings, ensuring all necessary visa, security clearances and plane tickets are obtained timely, and confirmations/changes of travel arrangements are communicated to the GPMTSU immediately.

Competencies:

Core Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination