Historique

Under the overall guidance and supervision of Regional Advisor South-East Asia/Head of office for UN-Habitat Lao PDR, the National Project Assistant – Climate Change provides ongoing project and administrative assistance and support to the Building resilience of urban populations with ecosystem-based solutions in Lao PDR (Ebs) project, performing a variety of standard administrative processes, and technical tasks if necessary, ensuring high quality and accuracy of work.

The National Project Assistant – Climate Change works in collaboration with the operations, programme and project staff in the CO to exchange information and ensure consistent services delivery.

Devoirs et responsabilités

Summary of Key Functions: 

• Provide support to management of ongoing project activities
• Support to administrative and logistical services
• Support to project maintenance and assets management
• Support to knowledge building and knowledge sharing
• Any other task assigned by the Supervisor

1. Ensures provision of support to management of ongoing project activities, focusing on achievement of the following results:

• Provide inputs in the elaboration of activities and project material
• Assist in arranging logistics, preparing agenda and coordinating with related stakeholders for organizing workshops as and when required
• Assist in minutes taking for program/project meetings and in drafting research reports as required
• Assist in coordinating of the planned events/activities of the project
• Assist in drafting inputs for the project’s reports

2. Ensures effective administrative and logistical services, focusing on achievement of the following results:

• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
• Translation of documents from Lao to English and vice versa, when needed.
• Maintenance of records/ documents/ files relating to the project in a user-friendly manner
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents
• Administrative support to conferences, workshops, retreats
• Arrangement of vehicle transportation, regular vehicle maintenance and insurance
• Assistance in proper control of supporting documents for payments and financial reports
• Check related forms delivered by Implementing partners for completion before submitting to the Finance Assistant for verification
• Preparation of routine correspondence, faxes , memorandum and reports to partners
• Extracting, inputting, copying and filing data from various sources as required
• Assisting in organizing , executing and coordinating logistical requirements by drawing up an event time-line, programme schedule and checklist for successful holding of events
• Extraction of data from various sources.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Assistance in the preparation of budget, provision of information for audit.

3. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for the operations/programme staff
• Sound contributions to knowledge networks and communities of practice.

Compétences

Corporate Competencies:

• Demonstrates commitment to United Nations’ mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Demonstrating/safeguarding ethics and integrity  
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others.
• Informed and transparent decision making

Functional Competencies:

Building Strategic Partnerships

• Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

• Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

• Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

• Uses information/databases/other management systems

Client Orientation

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Responds to client needs promptly

Promoting Accountability and Results-Based Management

• Gathers and disseminates information on best practice in accountability and results-based management systems

Qualifications et expériences requises

Education:

Secondary Education or Bachelor’s Degree in Finance, Business Management, Development, Geographic Information System and Environment Management or other relevant fields.

Experience:

Minimum 7 years with Secondary Education or 4 years with Bachelor’s Degree of experience working in administration or providing project management assistance is required.

• Experience in project management assistance by supporting administrative, operational and logistical processes
• Experience in project management focusing on urban development and climate resilience. Experience in urban planning, urban and rural settlement issues and/or climate change resilience, preferably in a developing country in the Asia-Pacific region.
•  Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language Requirements:

Fluency in the UN and national language of the duty station.