Project Administrative Associate

UNDP is the United Nations' global development network, an organization helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion by supporting countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience to sustain development results. The network is active in about 170 countries and is present in Tajikistan since 1994. Our current focus in the country is on sustainable economic development, good governance, building resilience to climate phenomena, developing the country’s potential on green energy, and reducing the burden of HIV/AIDS and Tuberculosis. 

UNDP Tajikistan is announcing the position of the Project Administrative Associate for three Country Office clusters: Resilience, Governance and Sustainable Economic Development to support the implementation of project activities as assigned by and under direct supervision of the UNDP Project Manager and matrix management of the Finance and Budget Analyst. The Project Administrative Associate collaborates with UNDP relevant staff in the UNDP Country office in Dushanbe, relevant project personnel.

It is a call for a Roster of qualified candidates to express their interest in future upcoming opportunities. The candidates will be included into the UNDP Tajikistan Roster for the position of Project Administrative Associate and remain in the pool for the duration of 36 months in line with the UNDP policy and procedures. The rostered candidates will be invited to participate in the validation interview for the position(s) once it becomes vacant and/or available depending on office needs. The offer will be made based on the interview outcomes.

The Project Administrative Associate will carry out the following duties and responsibilities:

• Provide general operational and administrative support to projects;
• Perform a variety of administrative tasks related to project implementation, including screening, and collecting all programme/project documentation, archiving of project documents;
• Collect, compile, and provide information when required as well as provide assistance and support to programme and project staff in preparation of different presentations, reports, etc.;
• Liaise with the Country Office Operations team, counterparts, and other parties in the preparation of contracts, budget, and payments, as tasked by the project manager;
• Maintain an appropriate filing financial system documenting the implementation of activities.

• Ensure effective administrative assistance for the project implementation:
  • Perform a variety of standard tasks related to programme development, including screening, and collecting all programme/ project documentation, archiving of project financial documents;
  • Collect, compile, and provide information when required as well as provide assistance and support to programme and project staff in preparation of different presentations, reports, programme profiles;
  • Ensure timely submission of the documents for the project personnel contracts’ issuance and extensions;
  • Assist with the induction process of the newly hired personnel at the project level;
  • Establish and maintain both electronic and manual filing systems for easy retrieval of correspondence and other documentation and ensures safekeeping of supporting documentation for payments and invoices for audit reference;
  • Provides administrative and logistical support for donor meetings, other specific meetings, workshops, trainings, conferences, and any other special events organized by project;
  • Ensure inventory and asset management according to IPSAS requirements;
  • Track and monitor the incoming shipments;
  • Ensure availability of space in warehouse/distribution plans; maintains appropriate filing of logistics and shipping documents;
  • Participate in regular warehouse physical inventory verification and submits subsequent inventory reports, produce the required release and receiving documents;
  • Make the required travel arrangements, accommodation, venue, and other logistics for workshops, trainings, seminars, etc.;
  • Ensuring the project’s travel needs are satisfied. Be directly responsible for the coordination and liaison with UNDP CO’s Travel  and Logistics Assistant for travel reservations and issuance of travel tickets;
  • Preparation and timely submission of Travel Authorizations (TAs) and travel claims. Ensure all travel related files contain up to date information;
  • Check and review the travel dashboard and take actions, if any, on a regular basis.

• Provide effective financial assistance (in close consultations and coordination with the CO Finance unit and PMSU):
  • Support day-to-day management of the projects financial operations in accordance with UNDP rules and regulations and relevant SOPs;
  • Review and analyze project budget implementation on an ongoing basis; initiating, preparing and processing budget revisions, as necessary;
  • Monitor project financial performance and undertaking necessary actions to address inconsistencies and discrepancies;
  • Prepare requests for financial authorization to UNDP CO in accordance with the approved project budget;
  • Support preparation of accurate financial reports, including monthly and quarterly disbursement reports and financial reports for donor;
  • Monitor financial expenditure of the project and ensure that financial delivery of the project is in accordance with the project document and annual work plans;
  • In close coordination with the CO Finance Unit and PMSU support verification of all supporting documentation for payment requests, disbursement invoices, implementing partners’ financial reports and other financial documents when required; ensure timely follow-up actions on pre-payments, including project cash advances;
  • Support the preparation of financial reports to donors, consistent with specific agreement requirements;
  • Assist project management in preparation/revision of Annual Work Plan;
  • Assist preparation of mid-year and annual budget expenditure reports as per UNDP and donor requirements;
  • In coordination with PMSU, support preparation for and support of the annual project audits, and financial spot checks, regular follow-up to audit recommendations.

• Support project procurement processes (in close coordination with the CO Procurement Unit):
  • Assist to the Project Manager in designing the Procurement Plan for the project in Quantum;
  • Contribute to the design of the Requests for Quotations, Requests for Proposals, Invitation to Bids, including Terms of References for recruiting short- and long-term consultancies and for the project-related activities and ensure full compliance with standard requirements;
  • Registration of tender cases (acquiring tender reference number internally in PTT (Procurement Tracking Tool, creation of requisition in Quantum, registration of procurement request in UNall), and further facilitation of the evaluation and contract management procedures;
  • Assist the Project in Contract Management procedures (contract implementation monitoring, follow up on contract due dates, assist in preparation of Performance Evaluations of Contractors upon preparation of final payment, ensure timely processing of the payment upon receipt of invoice;
  • Contribute to preparation of evaluation reports in UNall;
  • Provision of support in timely extension and/or termination processes of the contracts (Note to files, Memos, Amendments);
  • Ensure timely follow-up actions on and prepare a set of supporting documentation required for Purchase Orders, Receipts and PO-based regular invoices;
  • Ensure timely corrective actions on Purchase Orders and invoices with budget check errors, match exceptions, unapproved/pending POs and invoices;
  • Ensure timely closure of purchase orders in ERP system;
  • Support the creation of supplier profiles in ERP system.

• Provide support for other project activities: 
  • Support the preparation of analysis, infographics, and presentations on project budget planning, forecast and delivery;
  • Maintain project information calendar in MS Teams;
  • Assist in meetings, drafts minutes and correspondence as requested.

 The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Programme Administrative Associate will report directly to the Project Manager of UNDP Tajikistan's relevant projects and under the general supervision of the Operations Specialist. 

• Achieve Results:    
  • LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
• Think Innovatively:    
  • LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
• Learn Continuously:    
  • LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
• Adapt with Agility:    
  • LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
• Act with Determination:     
  • LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
• Engage and Partner:    
  • LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
• Enable Diversity and Inclusion:    
  • LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical Competencies:

• Business Acumen:       
  • Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome. 
  • Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks.
• Communication:   
  • Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. 
  • Ability to manage communications internally and externally, through media, social media, and other appropriate channels.
• Customer Satisfaction/Client Management:     
  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. 
  • Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. 
  • Ability to anticipate client's upcoming needs and concerns.
• Customer Satisfaction/Client Management:   
  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. 
  • Provide inputs to the development of customer service strategy. 
  • Look for ways to add value beyond clients' immediate requests. 
  • Ability to anticipate client's upcoming needs and concerns.
• Documents and records management:         
  • Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
• Events management (including retreats, trainings and meetings):
  • Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Required Skills and Experience