Project Associate (Admin), SSPS Programme II

Overview

Provide administrative and operational support for the efficient implementation of the SSPS Programme II, ensuring compliance with UNDP rules and regulations.

Key Responsibilities

• Prepare administrative correspondence, official documentation, and meeting minutes.
• Maintain project e-filing and records management systems.
• Support logistics, equipment, and meeting materials, and communicate with vendors.
• Ensure timely delivery of procurement processes for the project.
• Facilitate timely processing and payment of vendor invoices.
• Assist the project team with project management activities and liaison with government agencies and partners.
• Support planning, organization, and coordination of meetings, workshops, and events.
• Provide support in processing and settling Daily Subsistence Allowance (DSA), travel claims, and other financial claims.
• Support management of programme vehicles and ensure timely vehicle services.
• Support the implementation of procurement plans for goods, services, and consultants.
• Facilitate timely and quality procurement of project goods and services.
• Coordinate with the Project Manager and Project Analyst (Operations) in preparing and revising the procurement plan.
• Support efficient project procurement through technical bids, financial bids, proposals, and contracts.
• Prepare specifications for equipment required for procurement.
• Ensure all payments are justified and proper records are maintained.
• Coordinate with the Project Manager and Project Analyst (Operations) in managing project contracts.
• Support to organize logistical arrangements for meetings, workshops, consultations, conferences, training events, field missions, and official travel.
• Coordinate venue arrangements, travel, accommodation, transportation, interpretation services, and meeting documentation.
• Coordinate and provide administrative and logistical support for Project Board, Project Steering Committee (PSC), Project Implementation Committee (PIC), Central Management Committee (CMC), and other programme-level meetings.
• Support the planning and logistical arrangements for foreign training, study tours, and other capacity-building activities.
• Support in preparation and processing of Travel Requests (TRs) and Travel Claims (TCs).
• Support the National Project Director (NPD) in managing and ensuring compliance with Government of Bangladesh financial management procedures and systems.
• Support the National Project Director in preparing periodic administrative and financial reports.
• Maintain project inventory, asset registers, office supplies, and administrative records.
• Supervise support staff and coordinate with outsourced companies.
• Compose various Government official letters in Bangla using Bijoy and NIKOSH.
• Develop and implement a proper archiving system for all Programme and administration related files.
• Prepare monthly leave records for project staff and international consultants.
• Obtain Annual Physical verification on the Project Non-Expendable Inventory.
• Perform other administrative, operational, and coordination-related functions as assigned.
• Support knowledge building, knowledge sharing, and capacity building relevant to the assigned project.
• Participate in training and organize briefings on internal procedures.
• Provide support to other capacity building activities.
• Support in the dissemination and sharing of relevant data and lessons learned.
• Keep pulse on emerging best practices nationally, regionally, and internationally.
• Make sound contributions to knowledge networks and communities of practice.
• Support compiling and systematizing project knowledge, products, and tools.
• Perform other duties within their functional profile as deemed necessary.

Required Experience

• A minimum of 6 years (with high school degree) or 3 years (with bachelor’s degree) of relevant experience in proven track record and exposure to development and NIM project in the areas of Government of Bangladesh Reporting systems, Operations, Admin and logistic support.
• Minimum 2 years of proven experience of working with Government of Bangladesh Reporting systems, including Public Procurement Rules (PPR) 2008, Integrated Budget and Accounting System (iBAS++), Implementation Monitoring and Evaluation Division (IMED), electronic-Project Management Information System (e-PIMS), ADP/RADP Management System (AMS), Foreign Aid Management System (FAMS), and ADP/RADP is required.
• Demonstrated experience in administrative and operational support, including office administration, records management, document control, and coordination of routine administrative processes is required.
• Experience supporting procurement, contracting, logistics, travel, events, and/or financial administration is required.
• Demonstrated ability to maintain confidentiality, accuracy, and compliance in handling administrative and operational documentation is required.

Qualifications

Secondary education is required. OR A University degree (Bachelor’s degree) in development studies, Business Studies, Human Resource Management, or a related field will be given due consideration but not a requirement.

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