Admin Assistant for Project - Safeguarding rural communities and their physical assets from climate induced disasters in Timor-Leste

Timor-Leste is a small half-island country, one of the top ten counties most vulnerable to climate change. Approximately 70% of Timor-Leste’s rural population (840,000 people) is highly vulnerable to climate changes, particularly increasing variability of rainfall and extreme weather events. Lives and livelihoods in the remote interior of the country and coastal regions are both highly exposed. Impacts of intensified extreme events include damage and degradation of decentralized small-scale critical infrastructure, particularly water supply and drainage structures, embankments, and feeder roads and bridges. Damages leave rural populations isolated, lacking basic services. According to climate change scenarios and risk models, occurrences of climate extremes and related damages will at least double towards mid-century.

The project objective is to safeguard vulnerable communities and their physical assets from climate change-induced disasters. It aims to address existing institutional, financial and legislative barriers, increasing the climate resilience of vulnerable small-scale rural infrastructure. Six municipalities mainly Baucau, Ermera, Aileu, Viqueque Lautem and Liquica which were selected for the project interventions.  The project has the below two inter-related outputs that not only aim to achieve the impact potential, but also to create enabling environment/condition for scaling up/replicating the project impact beyond the immediate target areas.

·       Output 1: Climate risk information is developed, monitored and integrated into policies, regulations and institutions to inform climate resilient small-scale rural infrastructure planning and management

Output 2: Climate risk reduction and climate-proofing measures for small-scale rural infrastructure are implemented to build the resilience of vulnerable communities in six priority municipalities. 

Under the direct supervision of Project Manager, the Admin Assistant is responsible for organizing and overseeing the implementation of administrative and logistical services to the Project Management Unit (PMU) and CTA.

The Project Admin Assistant is expected to fully adhere to and keep abreast with standard UNDP guidelines and policies concerning administration responsibilities as stipulated in the Programme and Operations Policies and Procedures (POPP) and any other instructions to be provided by the supervisor.

Summary of Key Functions:

• Provision of administrative and logistical support to project management
• Support office administration
• Administer the internal information management system of the PMU

Provision of administrative and logistical support to project team focusing on the achievement of the following:

• Administrative and logistical support to and support in organizing conferences, workshops, meetings, trainings and events organized by the project
• Office and administrative support (including photocopying, scanning etc.), receipt and distribution of correspondence invitations, memos, letters, and forms to relevant recipients.
• Support the project in provide general support and introduction to persons visiting the office for meetings and transactions with the project management team/office.
• Support the implementation of procedures and follow-ups regarding recruitment, orientation, performance evaluation of PMU staff and short-term consultants.
• Coordinating appointments and meetings, managing calendars and schedules and regularly update event calendars
• Assist in photography and other basic communication needs in project activity implementation
• Manage the overall functioning of the office and facilities for smooth operations including regularly check and ensure that equipment, facilities are in good working order and maintained, inform and update project management as appropriate
• Regularly update the project inventory and asset register ensuring compliance with UNDP’s procedures on asset management
• Regularly collect information and updates from drivers and team members regarding the status of project vehicles and other movable project assets and ensure that maintenance and servicing schedules and documentation are up to date.
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
• Making travel arrangements, such as booking flights, transportation, meeting and workshops venue and making hotel and restaurant reservations., preparation of travel authorizations, processing requests for visas, identity cards and other documents.
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Be the focal point to receive, register and send incoming and outgoing letters to/from the PMU
• Support the establishment and maintenance of the internal project information management system of the PMU
• Maintenance of filing systems and records relevant to office administration and record keeping, whether electronic or paper.
• Perform other duties that fall within the competency and responsibility of the position.

Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on administration.
• Sound contributions to knowledge networks and communities of practice.

Impact of Results

• The key results have an impact on the effective and timely delivery of the Timor-Leste project “ Safeguarding rural communities and their physical assets from climate induced disasters in Timor-Leste . As one of the first and largest climate change adaptation project for the UNDP Timor-Leste, the successful delivery of the project will result in a stronger, more strategic position of the UNDP Office. 

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning

• Shares knowledge and experience
• Provides helpful feedback and advice to others in the office
• Be flexible as member of the team to assist Admin-supporting staff as required;

Development and Operational Effectiveness

• Demonstrates excellent knowledge of driving rules and regulations and skills in minor vehicle repair
• Demonstrates excellent knowledge of protocol
• Demonstrates excellent knowledge of security issues

Leadership and Self-Management

• Focuses on result for the client
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure
• Responds positively to critical feedback and differing points of views.

Education:

• High School graduate with experience in Management, Administration, Logistics, Coordination or related experience.   Candidate with university degree in related field may apply, however it is rather as an advantage not as requirement. 

Experience:

• Minimum four (4) years for secondary education or for candidate with university degree one (1) year of progressive and relevant working experience in the area below:
• Administration and logistics support.
• Experience in coordination, filing and record system.
• Experience in facilitation of workshop, meeting arrangement, travel arrangement and inventory system.
• Experience in the usage of computers and office software   packages (MS   Word, Excel, PowerPoint, Outlook) and knowledge of spreadsheet and database packages and web-based management information systems
• Work experience with the UN system is advantage.
• Previous experience with an international agency, governmental organization is desirable

Language Requirements:

• Tetun and basic spoken and written English

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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