Project Assistant

As such UNDP in Cyprus provides a diverse package of programmatic services to a range of partners which contribute to building a conducive environment for the peace process. In particular, the implementation of confidence building measures contributes to the building of trust between the two communities while demonstrating to the public at large that the communities can work together on critical issues that are of importance to all inhabitants of Cyprus across three focus areas:

• Empowering communities to protect cultural heritage
• Strengthening inter-communal mechanisms
• Improving environmental, social and economic infrastructure

Under the general guidance and direct supervision of the Project Associate, the Project Assistant provides services ensuring high quality, accuracy and consistency of work. The Project Assistant promotes a client-oriented approach consistent with UNDP rules and regulations.

1. Administrative support to the project management;
2. Facilitation of knowledge building and knowledge sharing.

Impact of Results:

The key results have an impact on the efficiency of the unit and delivery of the project.

1. Administrative support to the project management;

- Provides administrative support to the project manager in management, procurement, human resources and financial topics;

- Support to resource mobilization and follow-up of progress;

- Screening of incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible;

- Provides support to the project manager by organizing the meetings and missions; takes and follows up on the minutes;

- Support in communication with external parties such as implementing partners, government offices, donors, and authorities;

- Provides support on operational requests, follow up on deadlines and actions to be taken;

- Assist in preparation of project proposals, closures and reports;

- Support in management of contracts, monitoring contractual milestones and contract balance, informing relevant parties for required follow up actions;

- Supports the coordination of the recruitment processes, and follow up with the induction checklist;

- Collects and compiles, on a monthly basis, the list of the activities, expenditures and results achieved during the previous month as compared to the work plan, and submits monthly expenditure reports and other related documents;

- Review of project payment request, obtain certification for receipt of service/good/work and fill required form and information for the approval of the project manager;

- Support in the request of Purchase Orders for the contracts signed;

- Provides support to the project manager in the update of projects in UNDP software, preparation of required budget revisions,  revision of project award, project status and risk register;

- Creation of requisitions in UNDP software, budget check register of receipts;

- Assists in the preparation of terms of reference / specifications for the services, goods and works requested by the project;

- Interact with vendors to exchange information on services, local shopping, tenders, quotations and payments;

- Support in the preparation of the procurement plan;

- Participation to tender evaluation and selection panels if appointed;

- Support in maintaining asset and inventory records including period disposals;

- Support in the organization of assurance activities including audits and spot checks to implementing partners / responsible parties;

- Adherence to appropriate protocol and correspondence guidelines by office team when communicating with authorities and other external partners;

- Maintenance of the filing system ensuring safekeeping of confidential materials;

- Provides support to maintenance of contacts with the stakeholders and project files;

- Contributes to paperless office and archiving;

- Perform any other tasks assigned by the supervisor.

1. Facilitation of knowledge building and knowledge sharing 

- Participation in the trainings for the operations/ projects staff on programme;

- Synthesis of lessons learnt and best practices in project;

- Contribution to knowledge networks and communities of practice;

- Communicate training material with project personnel / team and keep track of training progress;

- Works with team members on new initiatives and existing processes to support her/his learning and building necessary skills and competencies.

• Secondary Education
• Bachelor’s Level Degree in Business or Public Administration, Finance or any other development related field would be desired, but not a requirement.

• Minimum five years of relevant  administrative experience at the national or international level with Secondary education.
• Alternatively, if in possession of Bachelor’s degree, minimum two years of relevant administrative experience would be required at the national or international level.

Required Skills:

Proven experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc), experience in office and collaboration software packages and knowledge of spreadsheet and database packages, experience in handling of web-based management systems is required (including Word, Excel, PowerPoint, OneDrive, Teams, Outlook and SharePoint).

Desired skills in addition to the competencies covered in the Competencies section:

• Experience of working with UN or any other international organization in a administrative position is an asset.
• Knowledge of project implementation is an asset.
• Knowledge of web-based management systems is an asset.
• Experience working in bi communal / Multinational projects is an asset.

Other:

• Nationals or permanent residents in Cyprus are eligible.
• Valid driving license is required for the use of office cars for the official purposes
• Women candidates and people with disabilities are encouraged to apply.