ABOUT THE COMPANY:

UNDP works in about 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results.

The Project Assistant will be responsible for assisting Project Manager/Project Team by providing secretarial, logistic and other supports, e.g. preparing note to file, official letter, preparing list of asset/supplies/documents/procurement, etc., arranging logistics for office and any other event as required, support to manage vendor/supplier and expenditure of annual and multi-year budget, support audit, etc.

Duties and Responsibilities

i. Support administrative management of the project’s implementation

Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans.
Provide secretarial, logistic and other support to the NPD, Project Manager, Project Team, UNDP and consultants/firms for the implementation of work plans.
Prepare routine correspondence and general reference documents, organize data and collect information for relevant partners.
Assist in procurement of office supplies and equipment, maintain appropriate inventory records.
Maintain in-coming and out-going documents, files, reference documents, organize data and information and maintain records and files.
Typing letters, documents, reports etc. and applications of information and Communications Technologies.
Maintain records on all project personnel/consultants/firms and their respective status in accordance with accepted policies and procedures.
Prepare and issue contracts for consultant and firm.
Draft minutes and prepare note to file for approval.
Assume overall responsibility for administrative matters such as registry and maintenance of project files and records.
Arrange external and internal meetings/workshops and communicate with the relevant participants as needed.
ii. Support financial management

Prepare note to file including official letter and detail budget to get approval from NPD.
Support for booking venue, accommodation and arrange food and other logistics for effectively organize events/project programs.
Assist preparing program schedule, participants’ list and ensure external facilitators by timely coordination and communication with relevant resource persons/officials.
Collect and preserve all bill-vouchers whenever the event completed on the ground.
Follow the bill-vouchers are prepared in line with the financial policy and procedure of government and UNDP.
Prepare requests for advance of funds and/or direct payments.
Prepare proposals for budget revisions.
Prepare and submit expenditure and programme budget status reports.
Undertake other financial and administrative tasks on an ad hoc basis.
iii. Support procurement management

Arrange procurement of equipment, supplies and services as per Annual Work Plan (AWP).
Hire transport from companies if required for official purpose.
Create and mange e-requisitions in Quantum.
Arrange for equipment maintenance and insurance as required.
Ensure that contractual processes follow the stipulated UNDP procedures.
Physically clear and ensure delivery of equipment and supplies procured for the various programme sites.
Maintain an equipment and spare inventory including verification and transfer when required.
iv. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

4. Institutional Arrangement

The Project Assistant will work under the leadership of the Project Manager (PM) and liaise with project team, UNDP, NGOAB and respective regional offices and NGO staff involved in the programme.

Competencies

a) Core
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
b) Cross-Functional & Technical competencies
Thematic Area Name Definition
Business Direction and Strategy Business Acumen Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome.
Knowledge and understanding of the operational frameworks in the organization and ability to make good judgements and quick decisions within such frameworks.
Administration& Operations Documents and record management Overall document(hard and electronic) management; registry and retention policy including storing and archiving
Registry & correspondence management Ability to collect, resister, maintain and deliver mail and UNDP pouch; ability to manage archive.
Event management (including retreats, trainings and meetings) Ability to manage events including venue identification, accommodation, logistics, catering, transportation and cash disbursement etc.
Ethics UN Policy knowledge-ethics Knowledge and understanding of the UN staff Regulations and rules and other policies relating to ethics and integrity.

Required Skills and Experience

Education:
Secondary Education or completion of High School Diploma is required. Or
University Degree (Bachelor’s Degree) in Accounting/Finance/Management, Law or any other relevant fields,will be given due consideration, but is not a requirement
Minimum 5 years (with Secondary Education) or 2 years (with Bachelor’s degree) of relevant experience in the field of administrative and secretarial works is required.

Experience:
• At least one year of working experience in preparing note to file, official letter both in English and Bangla is required.
• Experience in using of computer both in English and Bangla is required.

• Professional experience in dealing with procurement as per UNDP and government policies is desired
• Experience in organizing event by booking venue, arranging logistics, preparing program schedule, etc. is an asset.
• Experience and having ability to provide ICT support, office software, internet, etc.is desired.
• At least one year of experience in UN or government organization as an office assistant is an asset.

Fluency in English and Bangla is required;