Project Associate NPSA6
Maseru
- Organization: UNDP - United Nations Development Programme
- Location: Maseru
- Grade: Administrative support - NPSA-6, National Personnel Services Agreement
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Occupational Groups:
- Administrative support
- Project and Programme Management
- Closing Date: Closed
Job Purpose and Organisational context
Specifically Lesotho UniPod is expected to achieve the objectives for the Lesotho UniPod are:
• To establish a national ecosystem for innovations, anchored on local knowledge and solutions, research and learning by creating linkages between academia, industry, and grassroots to ensure responsive and relevant development policy and programming;
• Establish the institutions of higher learning as a think-tanks and encourage proactive and transformative development research, innovations, and creativity;
• foster youth entrepreneurship and advance value creation and economic transformation through development of local value chains and diversification and
• accelerate acquisition and integration of technologies in local innovations.
UNDP is looking for Project Associate to provide project administration, management and technical support for the Lesotho UniPod. The Associate will report to the Project Manager, and closely with other UniPod supervisors and staff to ensure compliance to established protocols and policies for the management of the UniPod. The Associate will work with the Project Manager, UNDP and the Lerotholi Polytechnic to establish management and administrative systems for the Pod.
Administrative and financial control;
• Support the Project Manager in the implementation of the project and ensure compliance with administrative and reporting requirements, clearance procedures for finance, procurement, recruitment, travel, and related issues;
• Update and initiate processing project financial transactions
• Reconcile the records of payments with activities and ensur compliance with best practices in financial and procurement management practice
• Maintain, and facilitate proper inventory control and issuance of inventory items and supplies;
• Maintain and regular update asset registery and asset movement prototocls at all time to ensure safety of all Unipod assets
• Provide assistance in the preparation of budget, and other reports and prepare budget revisions as required;
• Actively participate in the preparation of work plans, operation plans as well as procurement plans for projects,
• Maintain a permanent file for the project and appropriate filing system documenting the implementation for all information related to the project
• Help with logistics surrounding training sessions organised for UniPod users
• Assist with planning and organisation of events such as competitions, seminars, etc.
• Support hosting of project steering committee meetings
Human Resources:
• Manage all the HR related documentation, such as attendance records, contracts of employment, annual leave, insurance, etc.
• Ensure the relevant HR database is set-up and functional
• Assist with logistical processes for staff recruitment process and travel
Reception/Customer Service:
• Be the first port of entry for visitors at the UniPod and facilitate tours into the Pod.
• Monitor traffic in and out of the space, helping maintain security and avoiding loss/ theft
• Maintain appearance and presentability of the front desk, retail, and reception areas
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies
Business Management (Operations Management) Ability to effectively plan, organize, and oversee the organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms (Customer Satisfaction/Client Management) Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy, Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
Administration and Operations (Documents and records management) Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Finance (Audit risk management) Ability to address audit issues raised in the course ofan audit and propose solutions in order to ensure are true and fair audit opinion is achieved Accounting (General) Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations
- High School Education, with specialized Diploma Business Administration, Business Management or Accounting or University Degree in Finance, Business or Public Administration is desirable but not a requirement
- 6 years of administrative or programme/project support experience or a bachelor’s degree with 3 years of relevant working experience is required. Experience in office management is desirable
Language Requirements
Proficiency in Sesotho and English
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