Antecedentes
Deberes y responsabilidades
- Preparation and circulation of minutes and any other documentation necessary for Project Board meetings and any other project related meetings.
- Compiling background material, working papers and statistical data for briefing sessions.
- Drafting routine correspondence and following up and responding to queries on project matters.
- Maintaining project files for technical and financial records and keeping information and reference material in a manner which allows easy reference and retrieval.
- Maintaining a consultants’ database for the project.
2. Provision of support to the efficient management of the Biodiversity Project including the following:
- Supporting the preparation of workplans, progress reports including financial reports and obtaining necessary approvals and authorisations.
- Arranging project visits and preparing reports including travel administration functions.
- Assisting with preparing for training sessions.
- Supporting procurement of goods and services including contracts administration.
- Maintaining an asset register for project equipment.
- Collecting, maintaining and updating data relevant to the project.
- Assisting in the execution of project evaluations including preparing for evaluation missions and necessary meetings.
- Preparation payment requests to UNDP including adequate supporting documentation and follow up on status.
- Maintaining up to date project expenditure records.
- Following up on project financial authorization.
- Providing project information and data as requested by audit missions.
- Assisting in analysis and research of donor information.
- Creating and maintaining donors’ database.
- Establishing contact and maintaining links with current and potential donors.
- Providing any relevant information to donors about the Project.
- Supporting the establishment and maintenance of the Clearing House Mechanism.
- Assisting with contributions to global and national networks.
- Organizing knowledge sharing workshops/meetings.
Competencias
- Ability to perform a variety of repetitive and routine tasks and duties related to project support.
- Ability to review data, identify and adjust discrepancies.
- Ability to handle a large volume of work possibly under time constraints.
- Good knowledge of administrative rules and regulations.
- Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required.
- Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service.
- Ability to organize and complete multiple tasks by establishing priorities.
- Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases.
- Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative.
- Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy.
- Interprets data, draws conclusions and/or identifies patterns which support the work of others.
Managing Documents, Correspondence and Reports:
- Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software.
- Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction.
- Shows sound grasp of grammar, spelling and structure in the required language.
- Ensures correspondence, reports and documents comply with established UN standards.
- Ability to produce accurate and well documented records conforming to the required standard.
- Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships.
- Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
- Demonstrates ability to quickly shift from one task to another to meet multiple support needs.
- Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support.
- Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Habilidades y experiencia requeridas
- Secondary Education preferably with specialized certification in Accounting and Finance. University degree in Public Administration, Business, Finance would be desirable.
- 4 years or more of relevant administrative or project experience is required at the national or international level. Experience in office management, equipment, usage of computers and office software packages (E-mail/Internet, MS Word, Excel, Publisher etc.) and knowledge of spreadsheet and database packages and in handling of web-based management systems.
- Knowledge and experience of Government and UNDP project administration procedures will be an asset. Experience in Biodiversity programming will be an added advantage