Project Support Associate

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

Under the overall guidance of the Senior Finance Expert (Project Lead), the Project Support Associate will be responsible for providing back-office/administrative support to the Senior Finance Expert (Project Lead) including:

1.) Provide Project 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 Senior Finance Expert (Project Lead), the that have direct relevance to the project.

2.) Support Financial Management of the project

• Support the Management of the project budget and support overseeing of 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.

3.) Ensure 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.
• Make sound contributions to knowledge networks and communities of practice.
• Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners

4) Support Knowledge Building, Knowledge Sharing and Capacity Building relevant to the assigned project.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.