Background
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.
Duties and Responsibilities
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.
Competencies
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
Required Skills and Experience
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.