Project Associate [Open to internal and external applicants]
Overview
The Project Associate will ensure efficient administration of the project and support the Project Management Coordinator in project implementation and reporting. The role focuses on administrative, logistical, procurement, and financial tasks to support project activities.
Key Responsibilities
- Undertake administrative, logistical, travel, procurement, financial and asset management tasks in full compliance with UNDP rules, regulations and policies.
- Provide support to procure goods and services required by the project.
- Provide administrative support in arranging project related meetings.
- Participate in the preparation of work plans, operation plans and procurement plans.
- Provide support in quality control of the project activities.
- Maintain an appropriate filing system and documenting the implementation.
- Provide support in regular monitoring and data collection of the project activities.
- Provide general secretarial and administrative assistance to the project.
- Ensure administration and implementation of operational strategies.
- Provide financial support to the project.
- Assist the project team in drafting project progress reports with financial data.
- Assist project management in performing budget cycle.
- Provide assistance to partner agencies involved in project activities.
- Monitor project expenditures.
- Perform preparatory work for mandatory and general budget revisions, annual physical inventory, auditing.
- Ensure that all project financial activities are carried out on schedule and within budget.
- Ensure timely submission of financial reports to the UNDP Country Office.
- Perform all other financial related duties, upon request.
- Provide operations support to the project.
- Ensure that UNDP procurement rules are followed during procurement activities.
- Organization of procurement processes.
- Coordination of surveys, DSA, travel agencies, organization of common services and other administrative surveys.
- Prepare and timely submit travel documents.
- Support with protocol matters, registration of staff, coordination with national partners.
- Compile, organize and file information and documents.
- Preparation of documents set for vendor creation.
- Ensure proper control of the supporting documents for payments.
- Prepare and timely submit payment requests.
- Provide financial monitoring over project commitments and expenditures.
- Keep regular contact with project experts and consultants.
- Control the usage and proper accounting of non-expendable equipment.
- Provide necessary administrative, financial and logistical support to the project events.
- Keep files of project documents and expert reports.
- Act on telephone inquiries, fax, post and e-mail transmissions, and co-ordinate appointments.
- Provide translation of documents for/to English/Russian/Romanian as required.
- Draft project correspondence and documents.
- Finalize correspondence of administrative and financial nature.
- Edit reports and other documents for correctness of form and content.
- Assist in collection, preparation and submission of support documents for NPSA contracts extensions.
- Perform other assignment related duties and tasks.
Required Experience
Minimum of 7 years (with Secondary Education) or 4 years (with Bachelor’s Degree) of experience in administrative work, accounting/finance, economics, procurement in development assistance or related work for a donor organization, consulting company, state institution, or NGO experience is required.
Qualifications
Secondary Education is required; or, University Degree (Bachelor’s Degree) in Economics, Finance, Accounting, Business Administration, Management, Law, Public Administration, or another related field will be given due consideration.