Project Assistant “The Disaster Resilience in the Pacific (RESPAC) Project”

The Disaster Resilience in the Pacific (RESPAC) is a 3-year project funded by the Government of Russia that commenced in mid-2016 and complete by 2019. With the overall objective of improving capacity of 14 Pacific Small Islands States (P-SIDs) in the area of climate change adaptation (CCA) and disaster risk management (DRM), the RESPAC project has 3 main components: i) Strengthened early warning systems and climate monitoring capacity in selected PICS; ii) Preparedness and planning mechanisms and tools to manage disaster recovery processes strengthened at regional, national and local level; and iii) Increased use of financial instruments to manage and share disaster related risk and fund post disaster recovery efforts.

The project is implemented by the UNDP Pacific Office in Fiji under the UNDP Direct Implementation Modality (DIM) and under the Resilient and Sustainable Development team.  The Project Assistant (PA) will be locally recruited based on an open competitive process. He/She will be responsible for the overall administration and/or additional support of the project. The Project Assistant will report to the Project Manager and Deputies.

Support efficient and effective communications and visibility of project activities and outcomes

• Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
• Maintain project correspondence and communication;
• Collect, register and maintain all information on project activities;
• Advise all project counterparts on applicable administrative procedures and ensures their proper implementation;
• Contribute to the preparation and implementation of progress reports;
• Prepare agendas and arrange field visits, appointments and meetings both internal and external related to the project activities and write minutes from the meetings;
• Maintain project filing system;
• Prepare routine correspondence and memoranda for Project Managers signature;
• Receive, screen and distribute correspondence and attach necessary background information
• Provide support to the project management team in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, etc.);
• Maintain records on all project personnel, international and national consultants and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures;
• Support the preparation and issuing of contracts;
• Assist in logistical organization of meetings, training and workshops;
• Draft minutes of Project Board and other project related meetings.

Facilitates knowledge building and management focusing on achievement of the following results

• Set up the logistical arrangements for project management at regional and country level; 
• Assist in procurement and recruitment processes (e.g. preparation of ToRs for the consultants and companies);
• In accordance with the Work Plan arrange for procurement of equipment, supplies and services;
• Create and manage e-requisitions in ATLAS;
• Arrange for equipment maintenance and insurance as required;
• Ensure that contractual processes follow the stipulated UNDP procedures;
• Ensure delivery of equipment and supplies procured for the various programme sites;
• Maintain records over project equipment inventory.

Facilitates knowledge building and management focusing on achievement of the following results

• Identifies and synthetizes lessons learnt and best practices in the area of work;
• Actively promotes a knowledge sharing and learning culture within the project;
• Systematically builds capacities of national staff and train project staff in all areas of responsibility.

Innovation

Ability to make new and useful ideas work

Leadership

Ability to persuade others to follow

People Management

Ability to improve performance and satisfaction

Communication

Ability to listen, adapt, persuade and transform

Delivery

Ability to get things done

• First-level university degree in Administration, Business Management or other similar fields.
• At least 3 years of administrative management experience;
• Experience in an international setting with the UN or with international organisations an asset;
• Experience working with government counterparts building national capacities is an asset;
• Ability to work effectively and harmoniously with other colleagues from various cultures and professional backgrounds;
• Knowledge of UN rules and regulations is an asset.
• Fluency in written and spoken English is required
• Solid experience in the usage of computers and office software packages (MS Office incl. Word, Excel, PowerPoint) as well as experience in handling of web-based management systems.