ICT & Admin Associate [NPSA-6]

Bangladesh’s flat topography, low-lying delta ecosystem and tropical climatic features, combined with its population density and socio-economic environment, make it highly susceptible to many climate hazards, including floods, droughts, cyclones, sea level rise, salinity intrusion, and landslides (in hilly areas). The country experiences risks from rising sea levels, more intense cyclones and storms, changes in precipitation, and more extreme heat and drought. These risks are expected to intensify in the future. Even though Bangladesh has experienced rapid economic growth in recent years, it is still one of the more vulnerable countries in the world to climate change and already experiences losses of 0.5 to 1% of its GDP to climate hazards. Climate change is estimated to decrease agricultural gross domestic product by 3.1% each year—a cumulative US$36 billion in lost value-added for the period 2005-2050. 

Climate change poses threats to the functional integrity of ecosystems, local hydrology, and community livelihood, particularly in the climatic hotspots in the Agro-Ecological Zones (AEZs). The government has made impressive progress in developing climate polices, strategies and fund, and recently shaped a process of formulating a macro level National Adaptation Plan (NAP). However, vital gaps remain in establishing AEZs specific strategies, and the capacity of the sub-national and AEZ institutions to formulate and implement these strategies and plans. 

This LDCF financed project will make significant contributions to closing the capacity gap between the national  and sub-national  levels by: i) establishing a common knowledge and information sharing platform for the stakeholders in the  AEZs; ii) strengthening the coordination of vertical and horizontal level risk informed integrated decision making; (iii) enhancing the capacity of individuals, communities, institutions and system level capacity in mainstreaming adaptation into policy, planning and budgeting; (iv) strengthening capacities of academic  and research institutions to conduct research and generate data to inform climate change adaptation strategies; v) increasing the technical capacity of relevant local government and sectoral line departments to plan and implement adaptation  interventions, as  well as  provide  climate‐smart  advice and extension  services  to local  communities;  vi) implementing climate‐smart agricultural, fisheries and livestock practices, integrated water resources management and  watershed management measures; and vii) raising public awareness and capacity of local communities on the benefits of an ecosystem‐based approach to climate change adaptation. Overall, the LDCF resources will be used to intensify sub-national and local capacity building, climate actions, innovative adaptation strategies and increase the investments to reinforce national efforts to make Bangladesh a climate resilient nation, in line with its national priorities enshrined into Seventh Five Year Plan, the Delta Plan 2100 and SDG strategies.

The ICT & Admin Associate will work under overall guidance of National Project Director and Direct supervision of National Project Coordinator and receive guidance for day-to-day project activities from the PMU.  S/he will be responsible for aiding the project in terms of information technology, software and hardware, e-mail, internet, etc.

Providing regular functions to facilitate the implementation of the project documentation system:

• Support in implementation of internal policies and procedures on the use of ICT.
• Response to user needs and questions regarding network access.
• Provide trouble shooting for issues related to ICT system. 
• Set up and maintenance of the office filing system in accordance with the UNDP Global Filing System.
• Setup an electronic filing system for the project.
• Opening of new subject files as required and disposal of old files in accordance with the established retention schedule. 
• Lead in maintenance of archives, making sure files are properly stored and accessible, safe keeping of documents.
• Support of photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of reference and background material from registry files. 
• Helping preparation of correspondence and reports related to registry activities
• Manage receipt, registration, coding and forwarding of incoming faxes, letters, and other correspondence to proper department/unit/officer.
• Help in registration and dispatch of the outgoing communications, including pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for. 
• Provide general administrative support as requested by the supervisor and the office such as translation of simple documents, preparation of routine correspondence.
• Responding to official requests for delivery of documents.

Assistance in the compilation and analysis of data in the system:

• Lead data entry.
• Maintain weekly reporting, testing, and tuning.
• Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff
• Providing technical IT support to training sessions, meetings, etc.
• Processing data into required/prescribed formats.
• Maintenance of IT equipment in project office and certain sections of the Ministry of Establishment.
• Lead in plan and control procurement of IT resources. 
• Maintain liaise with UNDP ICT Section on follow-up actions. 

Administrative support for Project Implementation: 

•  Supervise and maintain equipment, vehicles, and assets of the Project for security and proper functioning.
• Ensure that proper inventory of all components of vehicles are maintained and checked frequently.
• Ensure full compliance of rules and regulations, policies, and strategies on Project travel management. 
• Assist Project Management in quality and on time procurement of project goods/services under National Implementation Modality (NIM).
• Oversee and ensure efficient project procurement i.e. technical bids, financial bids, proposals, and contracts following the provisions of the NIM Guidelines and PPR 2008. 
• Support to plan, organize and coordinate high-level meetings, workshops and result sharing/dissemination events involving appropriate stakeholders.
• Support to organize and facilitate project and study visits.
• Assist international, short-term consultants by organizing their travel schedules, arranging meetings with different stakeholders, and book hotel accommodations. 
• Coordinate and arrange monitoring travel of Gob officials under the project
• Provide logistical support to the National Project Director, Project Manager, and international consultants in organizing training events, workshops, and seminars.
• Initiate approval of Travel through UNDP Travel and Expenses Module 
• Support to the Project Managers by drafting ToRs of Project Consultants 
• Manage Project Non-Expendable and Expendable Items inventory and update on regular interval 
• Obtain Annual Physical verification on the Project Non-Expendable Inventory 

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 ICT & Admin Associate will work under the direct supervision of National Project Coordinator of CCA into SD pathways at district level and provide support on project activities, and accurate presentation of information strengthens the capacity of the office and promotes the image of UNDP as an effective contributor to the development of the country.