Project Associate

Summary of KeyFunctions:

• Support to management of ongoing project activities
• Implementation of operation and financial management strategies and procedures
• Effective administrative and logistical services
• Support to office maintenance and assets management
• Support knowledge building and knowledge sharing

1. Ensures provision ofsupport to management of ongoing project activities, focusing on achievement of the
following results:
Ensure that agreements, project documents, MoUsare in line with UNDP corporate standards and requirements
Set new project in Atlas, including budget structure and transfer of existing and new funds.
Implementation of control mechanism for development projects through monitoring budget preparation andmodifications, budget vs ASL, follow up to ensure fund availability at fund level (cash limits & ASLs).
Track approval processes for project documents
Track budget approval processes, requests for advance and sending to KK in ATLAS
Keep up to date with changes in UNDP programming; project budgeting and accounting (IPSAS).
Ensure project annual work plans in Atlas are in accordance with budgets prior to committing CO resources (send to KK function).
Using Harmonized Approach to Cash Transfer (HACT) modality:
Support assessment of financial management capacities of implementing partners and develop an action plan to close identified gaps.
Provide guidance and capacity building to partners and grantees on issues of finance–from contracting and banking issuesto budgeting, accounting and reporting.
Ensure advance payments and direct payments for partner vendors are properly reviewed, processed and retired, as well as ensuring that payment information is properly recorded into the Atlas system on a
timely basis.
Harmonize reporting and accounting practices of implementing partners including budgeting and key financial performance indicators.
Monitor implementing partners for accuracy of financial information and safeguards to eliminate fraud; ensure annualaudits of sub-recipients.
Assist in arranging logistics, preparing agenda and coordinating with related stakeholders for organizing workshops as and when required
Assist in minutes taking for program/project meetings and in drafting research reports as required
Assist in coordinating of the planned events of the project

2. Ensure implementation of operational and financial management strategiesand procedures,focusing on
achievement of the following results:
Preparation and monitoring of projects’ budgetsin Atlas.
Regular analysis and reporting on the budget approvals and the delivery situation of development and management projects.
Elaboration of proper mechanisms to eliminate deficits in budget management. Ensuring that advance paymentsand direct payments for NEX projects are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the Atlas system on a timely basis.

Manage project financial resources through planning, guiding,monitoring and controlling of the resources in accordance with UNDP rules and regulations.
Prepare weekly expenditure reports, financial analysis and oversight for all resources managed and provision of high-quality professional advice to the Clustermanagers and project support staff.
Ensure proper set up of project budgets to account for GMS components
Take part in project formulation to ensure appropriate cost recovery mechanisms are in place
Ensure proper planning, expenditure tracking and audit offinancial resources, in accordance with UNDP rules and regulations.
Provide regular monthly report on programme expenditures in relation to the Resource Planning Framework
Track contributions of cost sharing partners and provide a timely and accurate financial report to the Project Manager, donors and stakeholders, in line with CO and donor reporting requirements.
Provides Programme Specialists with key financial data at regular intervals to facilitate early identification of problem areas and suggests remedial actions.
Ensure that financial procedures used by the implementing partners complies with the financial/accounting and procurement requirement of UNDP Policies and Procedures;
Ensure proper setting up of Atlas Awards for pipeline projects
Monitor financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at HQ on the results of the investigation when satisfactory answers are not obtained.
Preparation and monitoring of projects’ budgets in Atlas.
Regular analysis and reporting on the budget approvals and the delivery situation of development and management projects.
Elaboration of proper mechanisms to eliminate deficits in budget management. Ensuring that advance paymentsand direct payments for NEX projects are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the Atlas system on a timely basis.

3. Ensureseffectiveadministrative and logistical services, focusing on achievement of the following results:
Contacts with visitors and project personnel, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
Compilation andpreparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
Maintenance of records/ documents/ files relating to the project in a user-friendly manner
Be responsible for assigned correspondence and other admin tasks including creating E-requisitions
Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents
Administrative support to conferences, workshops, retreats
Arrangement of vehicle transportation, regular vehicle maintenance and insurance
Assistance in proper control of supporting documents for payments and financial reports
Check related forms delivered by Implementing partners for completion before submitting to the Finance Assistant for verification
Proper receipting of goods and services
Preparation of routine correspondence, faxes, memorandum and reports to partners
Extracting, inputting, copying and filing data from various sources as required
Maintain a proper filing system for financial records ensuring safekeeping of confidential materials.

Assisting in organizing, executing and coordinating logistical requirements by drawing up an event time-
line, programme schedule and checklist forsuccessful holding of events
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.
Extraction of data from various sources.
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission
of the reports to head of unit.
Assistance in the preparation of budget, provision of information for audit.

4. Providessupport to office maintenanceand assets management,focusing on achievement of the following
results:
Act as a backup to the Asset Focal point in the maintenance of records on assets management
Maintenance of files and records relevant to office maintenance
Provision of support to maintenance of common premises and common services

5. Supportknowledge building and knowledge sharingin the CO, focusing on achievement of the following
results:
Participation in the training for the operations/programme staff
Sound contributions to knowledge networks and communities of practice.

6. Any other tasks that may be required