UNDP Project Administrative Associate (Roster) { Paid Internship}

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.
  • 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.
  • 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.
  • Reviewing and analyzing project budget implementation on an ongoing basis; initiating, preparing and processing budget revisions, as necessary.
  • Supporting 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.
  • 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.
  • Maintaining project information calendar in MS Teams.
  • Assists 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.

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Required Skills and Experience for UNDP Project Administrative Associate

• Secondary education is required.
• Bachelor’s degree in Business Administration, Management, Economics, Human Resources, Finance, Accounting, Social Sciences or other related fields will be given due consideration but is not a requirement.