Project Administrative Assistant

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

Eligibility criteria

Minimum age: 22 years old. Applicants must be nationals of or legal residents in the country of assignment.

Description of task

Within the delegated authority and under the supervision of Operations officer or his/her designated mandated representative(s), the UNV Project Administrative Assistant will:

• Provide financial services including:

1. Support to implementation of Project components:

• Provide assistance with reports on the overall direction and integrity of the project by liaising with the Project’s Planning and Monitoring Specialist;

• Support the recruitment/contracting processes necessary for the implementation of the project/sector activities;

• Draft routine financial and administrative reports.

1. Provide effective administrative and logistics support to the project in compliance with UNDP rules and regulations policies and strategies:

• Provide administrative support to organisation of field visits, missions and conferences and other logistics arrangements, as required by the project activities;

• Assists in preparation of related administrative background materials for discussions, correspondence and briefing sessions;

• Arrange travel and hotel reservations, obtains necessary travel authorisations/visas as required;

• Organise meetings, takes notes and follow up on the minutes;

• Provides translation and interpretation as required for project activities;

• Maintains contacts with stakeholders;

• Maintains project files;

• Monitors fuel usage and ensure regular and timely fuel resupply;

• Responsible for the correct and timely data entry of incentives for partners;

• Supporting locally based procurement processes;

• Responsible for ensuring project consumables are resupplied in a timely manner, as well a monitoring their use.

1. Business Process Quality Assurance

• Facilitate the business processes of the project, ensuring they are in line with the UNDP rules and regulations, policies and internal control framework;

• Support the Project Team in the procurement process including preparation of RFPs, TORs, receipts of quotations, bids for proposal and their preliminary evaluation;

• Support the management of physical assets disposal/transfer; follow up on request and maintenance for disposal/transfer action and enter records in the asset control database (system) ensuring inventory records are up to date and accurate;

• Maintain an up-to-date list of inventory of the project and support annual physical verification by checking the accuracy of records and location of property;

• Help prepare information for evaluations or audit purposes;

• Ensure timely submission of monthly leave reports and attendance record cards.

1. Facilitation of knowledge building and knowledge sharing within the project:

• Participate in the trainings for the operations/projects staff on administrative and financial procedures;

• Provide training to project staff on the administrative and financial procedures;

• Train the office/project staff engaged in the conduct of physical inventory;

• Contribute to the project’s knowledge management and learning agenda.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
• Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Qualifications/Requirements

Required degree level:

Bachelor degree or equivalent

Required experience:

24 Months

Experience remark:

Two years of relevant project experience (for candidates with bachellor’s degree) or five years (for candidates with secondary education) is required at the national in the following fields:

• Providing project support and/or coordination of activities with NGOs, UN agencies and/or other donor or international organisations;

• Preparation of budgets, work-plans and implementation plans;

• Preparation of solicitation documentation;

• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web- based management systems. Knowledge of PeopleSoft system would be an asset.

• Demonstrable ability of innovation, taking ownership of an entire task’s cycle with the capability of getting closure on complex issues.

Language skills:

• English(Mandatory), Level - Fluent
• Arabic(Mandatory), Level - Fluent

Area of expertise:

Other development programme/project experience

Driving license:

No

Competencies values:

Accountability, Adaptability and Flexibility, Building Trust, Client Orientation, Commitment and Motivation, Commitment to Continuous Learning, Communication, Creativity, Empowering Others, Ethics and Values, Integrity, Knowledge Sharing, Leadership, Managing Performance, Planning and Organizing, Professionalism, Respect for Diversity, Technological Awareness, Working in Teams

Application procedure:

* Not yet registered in the UNV Talent Pool?

Please first register your profile at https://vmam.unv.org/candidate/signup. Important: After creating your account, complete all sections of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink. Lastly, select the special call to which you would like to apply.

* Already registered in the UNV Talent Pool?

Please first update your profile at https://vmam.unv.org/candidate/profile. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to apply.

This is a national UN Volunteer assignment, therefore only nationals of Yemen and legal residents in Yemen with the status of refugee or with the status of being stateless are eligible to apply.

Application deadline: 29-03-2021