Job Purpose:
The Project Associate delivers quality services in Travel, administration, logistics, conferencing services and finance to internal and external clients mastering all relevant rules, guidelines, processes and procedures. You will take a client-oriented results-focused approach to interpreting the rules, procedures and guidelines, providing support to the entire youth programme with a particular focus on UNFPA-supported EU-funded projects. You will also support the implementation of HACT and IP Assessment. You will facilitate the delivery of UNFPA’s programmes by ensuring timely and effective support in achieving results. You will ensure and guide the appropriate application of systems and procedures and develop enhancements if necessary.
You would be responsible for:
You will support the implementation of EU-funded Youth project activities in the field and ensure that services are delivered on time, on budget and in compliance with donor regulations.
You will support youth programme manager, youth specialist, field personnel, regional counterparts in routine implementation and smooth operational running of all activities, especially in management of the on-line platform Atlas / global programming system (GPS), work plans, FACE forms reviews and regular follow up and engagement of national counterparts in those activities.
You will support the Youth program implementation in ways responsive to communities, partners and youths in line with UNFPA principles, values and procedures, and take special interest in harmful practice programming.
You will work closely with operation teams to support regular spot checks on youth partners in the field and provide routine supportive supervision.
You will provide effective support to management of the programme and provide administrative and logistical support.
You will adapt processes and procedures, anticipate and manage operational requirements of the Programme under National or Direct execution in terms of personnel, sub-contracts, equipment, conferences, meetings, and other programme-related events to facilitate programme delivery.
You will prepare, process and follow-up on administrative arrangements and requirements related to official travel of staff, participants and counterparts. You will provide logistical, protocol and conferencing support for workshops, conferences and meetings.
You will draft routine correspondence. You will maintain files of rules, regulations, administrative instructions and other related documentation. You will maintain up-to-date work unit files (both paper and electronic).
You will monitor and maintain project operational files, rules, regulations, administrative correspondence, financial reports, assets and all project documents (both paper and electronic).
You will prepare and monitor the administrative budget and ensure financial transactions are in accordance with UNFPA financial rules and procedures. Propose procedures to improve internal controls and efficiency and respond to audit issues.
You will review procurement requests and initiate procurement procedures for office and project equipment, supplies and services in a transparent and cost- effective manner; recommend procurement decisions. Contribute to the smooth running of the office by ensuring provision and maintenance of services and supplies following-up processes and maintaining up-to-date inventory and records.
You will review and prepare material for common system activities relating to common services and premises, cost recovery, privileges and immunities, entitlements, etc. You will review the status of relevant expenditures and compare them with the approved budget.
You will review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged; (b) availability of funds; and (c) coherence with approved programme’s work plans. You will participate in training for the operations/projects staff on administration offered by UNFPA.
You will supervise logistical arrangements for visiting missions, ensure briefing kits are compiled, liaise with Field Security Coordination Officer (FSCO) and ensure security clearances and visas are obtained for all staff and consultants traveling to the field.
You will provide other related administrative duties as required. You will facilitate the booking of all flights both local and international following the UNFPA Travel Policy guidelines.
You will provide guidance to clients on mandatory requirements for travel to Somalia e.g. visas, security clearances, mandatory identification documents etc. You will perform the role of a general user in Atlas and preparation of e- Requisitions. You will assist the Project Manager as requested.
You will perform any other duty related to the work area assigned by the supervisor.
Qualifications and Experience:
Education:
Completed secondary level education with a minimum six years (6 years) relevant experience required or First level university degree in the field of social studies, Youth development, international relationships, public health, Economics, or related field with three years of relevant experience.
Recognized training and/or certification in Business Administration, Logistics, Travel or any other related fields is an asset.
Knowledge and Experience:
At least 3 years of practical experience of working in the field of administration, programme/project support service, finance and/or other related fields;
Experience of working in similar positions with international organizations/projects will be considered as an advantage;
Experience of preparing workshops and training events is desired;
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of spreadsheet and database packages.
Experience in handling of web-based management systems;
Knowledge of ERP systems and/or UN rules is an advantage.
Languages:
Fluency in English both written and spoken is required. Somali language is an advantage.
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