Reporting to the Governance & Participation in Public Life (G&PPL) Programme Specialist and the GG4GEG Project Analyst, the Project Assistant will support in planning, implementing, and managing UN Women interventions under the GG4GEG project. She/he will work in close collaboration with the programme and operations team in Georgia responsible parties and partners ensuring successful UN Women project implementation and achievement of planned results.

Duties and Responsibilities

The Project Associate will carry out the following functions under the direct supervision of Governance & Participation in Public Life (G&PPL) Programme Specialist and the GG4GEG Project Analyst:

• Assist in the preparation of reports, project documentation and submissions
• Assist in monitoring of the project activities by reviewing project documentation and a variety of records, progress reports, budgets, and financial expenditures
• Maintain accurate financial and personnel records of the project as required by UN Women Country Office
• Document project activities and reports
• Ensure the maintenance of a filing system, reports or other documentation on the project
• Assist in coordination of the exchange of information among the project partners / responsible parties
• Prepare and distribute invitation, agendas, various information, etc.
• Make arrangements for appointments and meetings, provide administrative support to conferences, workshops, retreats
• Facilitate travel arrangements: initiate travel authorization for approval, reserve flight schedules, coordinate with the Country Office Operations section for relevant travel advances and claims, seek appropriate visa and security clearances
• Make arrangements for appointments and meetings, providing administrative support to conferences, workshops, retreats of the project
• Prepare payment requests, financial reports, budget planning, and financial expenditures as needed
• Safe keeping and maintenance of the project / UN Women equipment and stocks;
• Support the project in the procurement process including preparation of RFPs, TORs, receipt of RFQs, bids for proposals and participate in the evaluation process
• Support to the management of physical assets disposal/transfer; follow up on request and maintenance for disposal/transfer action and enter records in the asset control database ensuring inventory records are up to date and accurate;
• Maintain an up-to-date list of inventory of the project and support annual physical verification by checking the accuracy of records and location of property;
• Provide administrative services: set up and maintain project files, collect project related information data, update plans, provide support to the quality review process, and support the organization of the Project Board meetings.
• Create requisitions in ATLAS for the project, register of good receipt in Atlas;
• Make budget checks for requisitions;
• Monitor implementation of outstanding balance of direct cash transfer to partners through Quantum system;
• Undertake basic financial analysis (i.e.budget variance) to support project information needs;
• Prepare financial reports based on donor and project requirements and provide timely reports from Quantum (such as PDRs).
• Providing overall administrative support and management of the project in Quantum, support in preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project.
• Act as an interpreter/translator on matters relating to project activities from English, and into Georgian language and vice versa when required;
• Assist in preparation of donor reports for the project;
• Assist in Operational Closure of the project;
• Assist with photocopying, scanning, and faxing (both Country Office and project-related activities);
• Maintain general office organization (office supplies, rent, communication and transportation issues, etc.);
• Prepare and disseminate invitations, agendas, various information, and materials, as necessary;
• Draft correspondence of a routine nature, responses to inquiries ensuring correctness in terms of format, grammar, and spelling;
• Ensure safe-keeping and maintenance of UN Women’s equipment and stocks assigned to the G&PPL portfolio;
• Undertake any other programme assistance tasks as assigned, aimed at supporting UN Women programming;
• Perform other relevant duties as required.

Competencies

Core Values:

• Respect for Diversity;
• Integrity;
• Professionalism.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Functional Competencies:

• Ability to create, edit, synthesize and present information in clear and presentable formats;
• Ability to administer and execute administrative processes and transactions;
• Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems;
• Ability to manage data, documents, correspondence and reports information and workflow; · Excellent financial and budgeting skills;
• Excellent IT skills.

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf

Required Skills and Experience

Academic Background:

• At least bachelor’s degree or equivalent in finance, administration, or in similar disciplines
• At least High School degree with additional five years of relevant experience will be given due consideration in lieu of Bachelor’s Degree

Relevant work experience:

• In case of bachelor’s degree – at least two years of experience in project administrative work, procurement and/or logistics support is required – minimum requirements
• At least five years of relevant professional experience required with high school degree
• Prior experience with development organizations and/or NGOs is a strong asset;
• Knowledge of UN Women/UNDP procurement and financial rules and regulation is a strong advantage;
• Experience in handling of web-based management systems is an added advantage.

Language:

• Fluency in English and Georgian languages, fluency in Russian will be considered an asset.