• Administration and implementation of actions for the administrative management of the project. 

• Acquisition of services and products required for the project. 

• Facilitation of knowledge building and sharing. 

• Perform other relevant functions as required.

Administration and implementation of actions for the administrative management of the project.

• Assist the National Chief Project Analyst in the day-to-day implementation of the project in accordance with all relevant UNDP rules and regulations; 

• Assist the project with the planning and formulation of the Work Plan; 

• Ensure full project compliance with UNDP rules and regulations on logistical, administrative, financial management support, reporting and auditing processes; 

• Provide assistance in project auditing; 

• Maintain a process table based on the administrative activities carried out to facilitate monitoring of expenses in real time; and ensure that these are in line with the approved Annual Work Plan, and in general, maintain tracking systems to record and reconcile expenses, which contribute to the actual determination of balances and other data; 

• Conduct an analysis, as necessary, on administrative progress in line with the Annual Work Plan (AWP) and keep Partners, both IGAC and UNDP, informed about possible alerts in the execution of the project; 

• Provide inputs for reporting to Partners and UNDP on progress in administrative aspects and their impact on the financial situation of the project and propose solutions to improve the situation; 

• Ensure that the inputs or information recorded in the QUANTUM system are reliable and take timely corrective actions on possible erroneous data; 

• Support verification and reconciliation of project expenses, responsible party(ies) and Low Value Grant Agreement(s); 

• Prepare payment requests and receipts and process them in QUANTUM. 

• Maintain up-to-date document management of administrative actions, as well as products and reports generated within the framework of the project, in accordance with UNDP policies and guidelines; 

• Periodically update the contact database of project counterparts; 

• Keep track of all project-related transactions, including submission of contracts with staff, receipts, inventory of equipment purchased, materials under the project to ensure that information needed for audit purposes is readily available; maintain tracking, monitoring and/or reporting systems on allocations and expenditures; 

• Maintain an inventory of equipment and spare parts, including verification and transfer when necessary. 

• Monitor project assets, maintain office equipment and maintain inventory list and preparation of mid-year and end-of-year asset physical verification reports. 

• Review and verify invoices and expenses for common services charged to the project budget (rent, utilities, telephone, miscellaneous); 

• Support the organization of meetings, workshops, seminars, trainings, etc. related to the project, as well as the preparation of minutes or memoirs and attendance lists; including arrangements for the venue, logistics, transportation and documentation of the events. As well as facilitating travel arrangements for those external to the organization: initiating travel authorization for approval, booking flight schedules, coordinating with the CO Operations section for relevant travel advances and claims, DSA, etc. 

• Provide communication support (electronic and printed correspondence, etc.) according to project needs. 

• Provide logistical support. 

• Provide support in travel management, including ticket purchasing, DSA calculation, preparation of purchase orders; arrangement of shipments 

• Follow up on the travel legalization or Travel Claim processes, in order to avoid delays in the management of invoice payments to the Travel Agency or impacts on the project budget. 

• Assist in monitoring project activities by reviewing project financial documentation and preparing a variety of records, supporting the preparation of progress reports against budgets and expenditures. 

• Provide support on financial aspects related to the implementation of low-value grants and responsible parties 

• Support the preparation of project and donor financial reports.

Acquisition of services and products required for the project

• Serve as a liaison to ensure the timely acquisition of services and products necessary for project delivery, in accordance with the Procurement Plan and Annual Work Plan; 

• Review and compile necessary documentation during the acquisition process, in support of the Service Center team and procurement and purchasing units. 

• Provide input to the Project Manager (PM) for the development of TORs and take the lead in selecting services and products; 

• Carry out contract management in close collaboration with the project team and areas linked to contract management. 

• Ensure that payments and deliveries are made on time to suppliers, customers and partners; 

• Ensure compliance of procurement activities with United Nations and UNDP rules, regulations, policies and strategies; implementation of effective internal control, proper functioning of a customer-oriented procurement management system. 

• Assist in the recruitment of staff, experts/consultants in accordance with UNDP standard procedures and carry out payment arrangements for eligible staff expenses (i.e. DCF, DSA, travel, etc.) in accordance with existing contracts. Renew these contracts upon expiration; 

• Maintain records of all project personnel/consultants and their respective status (contracts, terms of reference, time and attendance, if applicable, etc.) in accordance with accepted policies and procedures, and provide information for updating the Area Personnel Coverage Plan; 

• Create and manage electronic requests in QUANTUM/UNALL; 

• Review and update the procurement plan, as necessary, for the project and its implementation and monitoring; 

• Organization of procurement processes, including preparation and execution of invitations to quote and receipt of same, offers or proposals, their evaluation, negotiation of certain contract conditions in full compliance with UNDP rules and regulations; 

• Preparation of Purchase Orders or micro-purchases for contracting services, follow-up in the creation of profiles or Suppliers QUANTUM; 

• Review of the procurement processes carried out by the project; and support in the preparation of inputs to be presented to the Contracts, Goods and Procurement Committee (CAP) and the Procurement Advisory Committee (ACP); 

• Ensure an internal control system for Purchase Orders for their preparation and shipment; and thus carry out timely corrective actions on them, avoiding errors in budget verification and other problems. 

• Prepare and update supplier lists, implement supplier selection and evaluation. 

Ensures the facilitation of knowledge building and knowledge sharing in the country, focusing on achieving the following results:

• Synthesize lessons learned and best practices in your field;
• Make substantial contributions to knowledge networks and communities of practice. 

• Advise Project staff on administrative, logistical or operational issues; 
• Inform the Partner Entity about the processes related to the administrative and financial management of the project when applicable; 
• Synthesize lessons learned and best practices in project administrative management; 
• Provide support to partner organizations with whom Low Value Grants and Responsible Party Agreements processes are developed. 

 The incumbent performs other functions within his/her functional profile that are considered necessary for the efficient functioning of the Office and the Organization. 

Skills

• Achieves results:  LEVEL 1: Plans and supervises own work, pays attention to details, delivers quality work before the deadline.
• Think Innovatively:  LEVEL 1: Open to creative ideas/known risks, is a pragmatic problem solver, makes improvements.
• Continuously learn:  LEVEL 1: Open-minded and curious, share knowledge, learn from mistakes, ask for feedback.
• Adapts with agility:  LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
• Act with determination:  LEVEL 1: Shows drive and motivation, able to act and deliver calmly in the face of adversity, confident.
• Gets involved and works as part of a team:  LEVEL 1: Shows compassion/understanding towards others, establishes positive relationships.
• Facilitates diversity and inclusion:  LEVEL 1: Appreciates/respects differences, is aware of unconscious biases, confronts discrimination.

Transversal and technical skills

• Effective Decision Making: Ability to make decisions in a timely and efficient manner in line with one’s authority, area of ​​expertise, and resources.
• Project Administration: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific objectives.
• Knowledge Generation: Ability to research and convert information into useful knowledge, relevant to the context or that responds to a declared need.
• Resource Management: Ability to allocate and use resources strategically or tactically in line with the principles of responsibility and integrity.
• Event Management: Support offices with event management including venue identification, accommodation, logistics, catering, transportation and cash disbursements.