1. Substantive Project support:
-Provides operational support to the project management;
-Prepares requests for direct payment, cash advances, reports on expenses, budget revisions and other required supporting documentation for all financial transactions; records these transactions accordingly;
-Provides logistical support and prepares background materials for use in workshops, seminars, training sessions, meetings, visiting missions, field trips, etc.;
-Establishes and maintains accurate and up-to-date filing system for the documents, keeps information and reference material in a manner which allows easy retrieval;
-Contributes to the preparation of status and progress reports by collecting information, preparing tables and drafting selected sections;
-Drafts and/or types correspondence, notes, documents, reports, prepares required contracts, keeps the necessary flow of correspondence;
-Receives telephone calls and visitors concerning the projects, responding directly where appropriate;
-Prepares unofficial translations and acts as interpreter.
2. Mission logistics and Workshop logistics:
-Assist in organizing meetings, workshops, conferences and missions.
3. Travel arrangements:
-Coordinate and assist in making travel arrangements for participants of the event, projects staff in connection with their domestic and international project-related travels;
- Prepare Requests for Services and Payments in accordance with UNDP rules.
4. Communication support:
-Draft external correspondence with projects’ partners and stakeholders, maintain files and assist in the preparation of documentation in advance of and following meetings;
-Assist in acquisition of letters of co-financing and support from stakeholders.
5. Project documentation and filing:
-Assist in compilation of regular project status reports;
-Maintain general office files and keep information and reference material in a manner that allows easy reference retrieval.
6. Any other business:
-Perform all necessary secretarial services such as photocopying, collection and distribution of incoming mail, dispatching outgoing mail; locating files etc;
-Perform other duties as may be required.