Senior Project Assistant

The Senior Project Assistant supports the implementation of the UNIDO project "Weaving hope: upgrading the Syrian Arab Republic's garment industry and workforce" by providing administrative, logistical, and project coordination assistance. The role involves maintaining project documentation, liaising with stakeholders, managing supplies and assets, and supporting financial and procurement processes under the supervision of the Project Manager and National Coordinator.

Responsibilities

• Create and maintain records (structured filing system - hard and soft copies) of all the project documents, reports, workplans, etc. to be available and accessible for the project team.
• Draft replies for supervisor’s signature, provide relevant background/project information whenever necessary to supervisor, keep track of pending matters, and follow up with deadlines.
• Build and maintain good relationships with UNIDO and project’s counterparts and stakeholders.
• Collect data; prepare project reports, minutes, and relevant documents.
• Screen phone calls and visitors; respond to moderately complex information requests and inquiries; refer queries to appropriate personnel.
• Assist in collecting and updating data and mailing list of stakeholders, counterparts, and beneficiaries of the project.
• Prepare and provide information about the project as necessary and in consultation with the National Coordinator and the team.
• Identify local suppliers for procurement needs.
• Monitor and manage supplies and office equipment including vehicles, computer equipment.
• Ensure proper management and control of assets by recording and updating inventory in a timely manner, performing physical verification checks of project inventory; prepare inventory reports, timely handover of assets to national stakeholders and follow up on required actions with UNIDO HQ.
• Draft routine and non-routine correspondence (both on TC-related and administrative matters); proofread documents and edit texts for accuracy, grammar, punctuation and style in accordance with standard practices and UNIDO Correspondence Manual.
• Maintain the NC’s daily schedule of appointments; assist in organizing logistics for meetings; prepare background documents and agendas; liaise with counterparts on attendance; assist in preparation of presentation material; book meeting rooms and take notes at meetings if required.
• Support office arrangement including project’s relevant inventory and assets to ensure appropriate use.
• Perform general administrative tasks such as arrangements and taking minutes for meetings (physical and virtual) 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.
• Using SAP, initiate and follow up on actions related to recruitment of experts, training and study tours, purchase of equipment, travel authorizations requests/claims and deal with all related inquiries.
• Assist in preparation of papers and presentations by extracting/summarizing statistics and other related information; compile and organize information and reference materials from various sources for reports, meetings, etc.
• Initiate or monitor exercises related to the implementation of TC projects (budget revisions, obligation reviews, re-phasing, extension or completion of projects, issuance of new project allotment documents/due suballotments, TC allocations and monitoring related exercises).
• Interpret or consult to clarify the application of new financial procedures, TC guidelines and other instructions.
• Keep track of project budget expenditures; recommend and initiate budget revisions; complete justification for budget revisions; provide information on the project, draw supervisor’s attention to problems encountered.
• Retrieve substantive information on TC projects from the SAP PPM module designed to support results-based management.
• Draft correspondence on TC-related and administrative matters; proofread and edit documents for accuracy and style.
• Ensure UNIDO project related team and relevant stakeholders are informed in due time to ensure communications and reactions to project’s information or issues.
• Manage proper office management; maintain equipment, inventory and project’s assets.
• Track procurement and logistic transactions and paperwork that support purchases and logistical and administration transactions.
• Provide administrative and financial support to project’s implementation for travels, workshops, meetings, expense reports, etc.
• Provide coordination and monitoring tasks as required to ensure smooth implementation of project activities.
• Produce, deliver/publish and communicate project-related documents and communications materials with target audiences.
• Assist in preparation of papers and presentations by extracting/summarizing statistics; undertake computer-based searches, compile background information to assist in project identification and formulation.
• 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.
• Credit towards total working experience may be considered on a year-by-year basis, up to maximum of four years, for a higher degree education (including first university degree or equivalent diploma and/or master’s degree) in a relevant field to the post.
• At least eight (8) years of working experience in project administration, accounting and finance, providing support to managerial/professional staff and using secretarial/administrative skills to assist in the execution of project development and implementation of work is required.
• Good understanding of office procedures and practices, preferably within the UN system or in a multicultural environment, is required.
• Proficient use of Microsoft Office (Outlook, Word, Excel and PowerPoint), internet.
• Experience with SAP or similar ERP platform for project management would be an asset.
• Experience in evaluating the needs, conditions and problems in developing countries is desirable.
• Ability to research and analyze information is desirable.
• Ability to write in a clear and concise manner is desirable.
• Ability to work effectively in multi-cultural teams is desirable.
• Fluency in written and spoken English and Arabic is required.

Skills

• Project Administration
• Finance and Accounting
• Secretarial Skills
• Office Procedures
• Microsoft Outlook
• MS Word
• MS Excel
• MS PowerPoint
• Internet Research
• SAP
• ERP Systems
• Project Documentation
• Stakeholder Liaison
• Supplier Management
• Asset Management
• Financial Processes
• Procurement Procedures
• Multi-cultural Team Collaboration
• Written Communication
• Oral Communication

Languages

English, Arabic