Project Associate

Update

As UNDP Palau’s portfolio continues to expand, effective coordination, administrative support, monitoring, reporting, and communication functions are essential to ensure the timely and efficient delivery of development initiatives. The assignment will support the UNDP Palau team in strengthening day-to-day project implementation and operational coordination, including support to the National Coordinator and programme team.

The Project Associate will contribute to effective programme delivery by providing administrative and coordination support, assisting with monitoring and reporting processes, maintaining project documentation, supporting communication and visibility activities, and facilitating coordination with internal and external stakeholders. Through this assignment, the UN Volunteer will contribute to strengthening the efficiency, accountability, and visibility of UNDP’s development efforts in Palau while gaining practical experience in supporting sustainable development initiatives within a United Nations context.

Under the overall supervision of the Project Manager and in close coordination with project partners, the Project Associate will:

• Administrative support:
• Provide day-to-day administrative, logistical, and operational support for programme implementation
• Facilitate the organization of advocacy events, workshops, stakeholders’ dialogues and roundtables; participate at events for UNDP information dissemination purposes;
• Assist in maintaining, updating and providing valid project information for the website, global database; regularly update and maintain project database as well as stakeholders’ database
• Draft routine correspondence and keep record.
• Establish and maintain filing system containing original agreements and amendments, original or copies of interim and final reports with all supporting documents, and mission reports or evaluation documents; maintain records, filing systems, and archives in accordance with project requirements.
• Procure office supplies, equipment, and furniture adhering to procurement rules and regulations
• Assist in preparing, prescreening project concepts/proposals evaluation of financial proposals, reviewing, formatting, and maintaining project documents, reports, presentations, and correspondence.
• Support collection, compilation, and organization of project information, data, and supporting documentation.
• Prepare and maintain the grant disbursement table and calendar; as well as track the Country Operating Budget to ensure compliance with the approved yearly budget;
• Process payment requests from grantees and vendors through obtaining necessary clearances and authorizations and ensuring payments are processed promptly, and in accordance with the Standard Operating Procedures;
• Management of the Petty Cash account with proper documentation and proper tractable records;
• Maintain financial integrity of the programme, implement and monitor accounting system and databases of country operational budget;
• Support monitoring, reporting and communication:
• Assist in monitoring activity implementation including participation in field visits to project sites and follow up on agreed actions and deadlines; support travel, and logistical arrangements as required.
• Contribute to reporting processes by compiling inputs and supporting documentation from relevant stakeholders; assist in reporting and in timely preparation of annual monitoring survey, and other surveys and reports as required;
• Support communication and coordination with project stakeholders, partners, consultants, and beneficiaries; assist in drafting articles and publications with proper recognition of UNDP’s and donor’s contribution;
• Actively support efforts on knowledge management, knowledge networking and visibility of UNDP programmes in Palau
• Perform other programme-related tasks to ensure the effective implementation of programme activities.