Project Associate- NPSA6

The Project Associate will support the execution and implementation of the initiative for the restoration and sustainable forest management of the Aleppo Pine ecosystem in Algeria. The role involves close collaboration with the Nature, Climate and Energy team, the national project coordinator, and the General Directorate of Forests, including frequent travel to intervention regions.

Responsibilities

• Support project management and implementation of activities in the work plan, including contributing to annual work plans and procurement plans.
• Assist the Project Management Unit in preparing the annual budget and ensure compliance with UNDP and GEF financial rules and procedures.
• Monitor overall project expenditures using financial management tools and maintain an updated expenditure matrix for all project activities.
• Prepare budget revisions and financial adjustments.
• Support preparation of project correspondence, meeting minutes, activity reports, and other project documents.
• Provide effective administrative and logistical support, including reviewing project expenditures and ensuring funds are used according to project documents and government rules.
• Assist in organizing and managing project activities such as meetings, workshops, and seminars.
• Maintain an efficient and up-to-date filing system, ensuring confidentiality of financial documents and preparing documentation for financial audits.
• Coordinate administrative and logistical aspects of project events, including agenda preparation and distribution of materials.
• Support contract management for individual consultants and professional service providers, ensuring deadlines and deliverables are met.
• Respond to project information requests and facilitate coordination meetings with stakeholders.
• Compile and support preparation of briefing documents, presentations, speeches, and mission documents.
• Verify and update relevant project data, including a database of key stakeholder contacts.
• Prepare online fund requisitions for project expenses and facilitate approval processes with national partners.
• Coordinate travel bookings, health and safety requirements, travel authorizations, reimbursements, and visa requests in collaboration with UNDP travel services.
• Ensure completeness and compliance of payment files before submission to UNDP finance unit.
• Oversee receipt of goods and services, ensuring technical validation of products/deliverables as needed.
• Provide financial information during project audits and ensure adherence to project timelines and commitments through regular follow-ups.
• Support project experts during implementation and monitoring of joint activities on-site with local stakeholders.
• Contribute to report preparation and compilation according to project documents, including financial reports if necessary.
• Draft correspondence, notes, memos, and other documents as needed.
• Assist in selection of project experts and consultants and participate in selection processes.
• Prepare Terms of Reference, technical specifications, RFP/RFQ, and quantitative estimates.
• Assist in evaluating offers and preparing documentation such as bid opening reports and evaluation and selection reports.
• Support procurement unit as needed and asset management according to UNDP rules and procedures.
• Conduct supplier prospecting and support procurement activities.
• Assist budgeting of procurement activities and preparation of terms of reference or specifications as needed.
• Promote knowledge sharing and best practices within the country office.
• Maintain cordial relations with national partners, the Project Management Unit, and various UNDP units.
• Share best management practices and lessons learned from the project or its activities.

Requirements

• A minimum of a secondary school diploma is required; or a university degree (Bachelor's) in business administration, public administration, or an equivalent field will be duly considered but is not required.
• A minimum of six (6) years of relevant professional experience with a secondary school diploma or three (3) years with a Bachelor's degree in administrative or project management roles is required.
• Proven experience in office administration and application of administrative and/or accounting procedures.
• Proficiency in Microsoft Office, Windows applications, online integrated management systems, spreadsheets, and databases.
• Proven experience in organizing events and meetings, including logistical aspects.
• Good knowledge of institutional actors, their mandates, and coordination mechanisms.
• Proven experience in budget management and administrative follow-up.
• Demonstrated experience in reporting and drafting coordination meeting minutes.
• Experience in administrative management of projects funded by the Global Environment Facility (GEF) is an asset.
• Experience working on development projects is desirable.
• Previous experience with UNDP, the United Nations system, international institutions, or development projects is an asset.
• Professional proficiency in French and Arabic is required.
• Working knowledge of English is an asset.

Skills

• Office Management
• Accounting Procedures
• Microsoft Office Suite
• Windows-based Applications
• Online Integrated Management Systems
• Spreadsheets
• Databases
• Event Organization
• Meeting Logistics
• Institutional Coordination
• Budget Management
• Administrative Follow-up
• Reporting
• Meeting Notes Drafting
• Project Administration
• Global Environment Facility Projects
• Development Project Experience
• UNDP Project Experience
• French Proficiency
• Arabic Proficiency

Languages

French, Arabic, English