Project Associate

Duties and Responsibilities

1. Programme Implementation and Logistics Support:

• Coordinate and liaise regularly with projects’ focal points on project activities for the preparation of webinars and meetings; 
• Coordinate and liaise regularly with the participants to the project’s webinars and meetings to ensure their full participation and involvement in the latter; 
• Arrange meetings, appointments, trainings; prepare meeting documents and meeting reports; 
• Collect statistics, data and information to be used for substantive monitoring and evaluation; 
• Ensure that all logistics aspects of the organization of the webinars and meetings are anticipated and taken care of prior, during and after the conducting of these webinars and meetings (sending off invitations; following up to confirm participation; procuring all required materials/services for meetings and webinars such as refreshments, communications material, audio equipment, translation services, etc.; preparing the selected rooms for the webinars and/or meetings; resolving logistics issues arising prior, during and after the webinars/meetings; among others); 
• Ensure that all communications are well documented and processes managed with the utmost transparency;
• Keep the files for the related activities (procurement, travel, payments) up to date and in order; 
• Undertake any other task as required. 

1. Administrative and Financial Management Support:

• Create electronic folders on project documents, correspondence, reports and other materials ensuring safekeeping of confidential materials by following the established filing and archiving standards and procedures for the office; 
• Provide administrative support to the Team; handle travel services for staff and meeting participants
• Performs a role of Originator (travel arranger) and Travel Processor (certifying officer) to facilitate official travel according to UNDP Rules and Regulations
• Efficient facilitation of regional workshops, team meetings and other related conferences including but not limited to logistics, administrative and procurement support
• Support in recruitment for project related-staff/consultant/intern; assist in preparing the TOR, selection memo, budget, and coordinating with candidates. 
• Support in consolidating the data from multiple ATLAS financial reports, including expenditures and commitments monitoring and tracking.
• Leads maintenance of the inventory of programme/project assets/equipment and programme/project correspondence and files
• Supports the team in providing guidance to the country and project offices on routine implementation of the project, tracking the use of financial resources.
• Support the CTA in the tracking and reporting on activities and resources; 
• Support procurement and related financial arrangements in coordination with the Finance Officer and Administrative, Procurement and Finance Unit. 
  

Institutional Arrangement

The Project Associate will work under supervision of the Parliament Project’s Chief Technical Advisor and will be required to work closely with the rest of the project team, and the rest of the staff in the Country Office. The Project Associate will report to the Parliament Project’s Chief Technical Advisor on contractual, performance management and administrative matters.

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