Project Assistant

The Project Assistant provides support in the development and administration of technical cooperation programmes and projects as well as clerical and administrative support. The role involves independent and specialized processes focusing on consistent service delivery and support services within the organizational environment and team.

Responsibilities

• Screen incoming mail and draft reply for supervisor’s signature on non-technical aspects; provide relevant background/project information whenever necessary to supervisor(s); keeps track of pending matters, follow up with other offices on deadlines.
• Screen phone calls and visitors. Respond to complex information requests and inquiries as necessary, as well as to refer queries to appropriate personnel for handling.
• Draft routine and non-routine correspondence (both on administrative and/or TC-related matters); and put them into adequate style, language and format; proofread documents and edit texts for accuracy, grammar, punctuation and style in accordance with standard practices and in compliance with the UNIDO Correspondence Manual.
• Assist in the preparation of papers and presentations by extracting/summarizing statistics; undertake computer based searches, compile background information to assist in project identification and formulation.
• Initiate exercises related to the implementation of TC programmes (e.g.: budget revisions, obligation reviews, re-phasing, extension or completion of projects, issuance of new project allotment documents/due sub-allotments, TC allocations and monitoring related exercises, or other administrative functions as per the specific specialization of the job family). Interpret or consult to clarify the application of new financial procedures and rules, UNIDO Administrative Instructions, policies and Regulations and Rules, TC guidelines and other instructions.
• Provide support in the financial monitoring of the programme, including keeping track of project budget expenditures; recommend and initiate budget revisions; complete justification for budget revisions; provide information and draw the supervisor’s attention to problems encountered.
• Retrieve substantive information on administrative matters and/or TC projects from the SAP modules which have been designed to support results-based management.
• Provide administrative support in the management of large-scale procurement processes, ensuring compliance with UNIDO rules and donor requirements.
• Contribute to the preparation and of terms of reference making sure compliance with UNIDO templates, review of proposals for consistency with terms of reference, coordination of internal clearances, and follow-up on invoices and payments to ensure compliance with contractual deliverables.
• Using SAP, initiate and follow up on actions related to recruitment of staff, experts, training and study tours, purchase of equipment, payments, travel authorizations requests/claims and deal with all related inquiries.
• Perform all administrative tasks such as arrangements for meetings and other events, reservations, budget follow-up, research for information and reference material.
• Prepare requests/documents, e.g. requisitions, purchase orders, travel requests/authorizations, expenditure authorizations, visa applications, etc.
• Maintain an up-to-date filing system (both paper and electronic) and databases related to work.
• Carry out ad-hoc assignments and research activities, as required.
• Perform any other related duties as assigned.

Requirements

• Completed higher secondary education (high school diploma or equivalent) is required; formal administrative/secretarial/clerical training or equivalent is desirable.
• A first level university degree (Bachelor’s or equivalent) in relevant fields is accepted with a reduced requirement for years of professional experience.
• A minimum of work experience in the relevant fields, including specialized administrative or operational support functions, is required as follows: Completed secondary education: at least 5 years of relevant experience; First-level university degree or higher: at least 3 years of relevant experience.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.
• Knowledge of procurement and/or financing services, preferably within the UN system, is required.
• Experience in supporting financial monitoring and reporting activities for projects and programmes, including budget tracking and expenditure reviews, is required.
• Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
• Experience with SAP or similar ERP software is desirable.
• Fluency in written and spoken English is required.
• Fluency and/or working knowledge of another official UN language, particularly French, is desirable.

Skills

• Administrative Support
• Operational Support
• Office Procedures
• Procurement Process Knowledge
• Financial Monitoring
• Financial Tracking
• Expenditure Reviews
• Microsoft Outlook
• MS Word
• MS Excel
• MS PowerPoint
• Internet Research
• SAP
• ERP Software

Languages

English, French