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III. Duties and Responsibilities
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Summary of Key Functions:
- Supports management and implementation of programme/project activities
- Provides effective support to procurement and programme/project financial monitoring and management of the Regional Programme/s
- Provides administrative and operational support to the programme/project implementation
- Provides administrative support to the Regional Practice Advisory services
- Supports budget management and donor reporting
- Ensures facilitation of knowledge building and knowledge sharing
- Support programme/project Monitoring and Evaluation
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- Supports management and implementation of programme/project activities focusing on achievement of the following results:
- Provides programme and administrative support to the programme team in the preparation of various programme documents such as work plans, budgets, reports and proposals on programme implementation arrangements;
- Identifies sources, and gather and compile data and information for the preparation of documents, guidelines and other material as required;
- Assists the programme team in reviewing and preparing documentation on the procurement of goods and services, and support contract tracking;
- Assists in coordinating of the planed events of the project;
- Supports the team in providing guidance to the country and project offices on routine implementation of the project, tracking use of financial resources.
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- Provides effective support to procurement and programme/project financial monitoring and management of the Regional Programme/s focusing on the achievement of the following results
- Creates projects in Atlas, prepares budget revisions, revises project award and project status, determines unutilized funds, operational and financial closure of a project;
- Creates requisitions in Atlas for programme activities and ensures budget availability through budget check;
- Proceeds donor contribution through Revenue Management portal – Document Management System (DMS) in coordination with GSSU for Account Receiveable (AR) to apply revenue into project account;
- Keys receipt of goods and service in ATLAS and/or upload required voucher documents with value of over USD 20,000 to DMS;
- Coordinates with GSSU in relation to approval of all types of payment vouchers and complete payment release processes including filing;
- Coordinates with GSSU on the creation/update of vendor account and/or travel profile for consultants, general suppliers, and meeting participants;
- Follows up on the internal expenditures control system including timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions and the unapproved vouchers.
- Supports entry of project proposals and project budgets, support preparation of budget revision, monitors the funds availability and to ensure the effectiveness in payment process;
- Performs revenue transfer processes to respective COs in Asia and the Pacific region through budget revision, General Ledger of Revenue, and Financial Authorization (FA);
- Provides inputs into periodic and ad-hoc financial reporting to CO, donors, as needed;
- Monitors project commitment and expenditures through a variety of reporting such as Project Transaction Details (PTD), Account Activity Analysis (AAA), Combined Delivery Report (CDR), etc.;
- Monitors expenditures and compares with approved budget; prepares adjustments and project finance documents as necessary;
- Updates list of project staff and ensure COA availability for project printing cost;
- Provides finance-related data to support project implementation and planning;
- Drafts various correspondence concerning finance operations and budgetary issues as required;
- Assists the programme team in the tracking of and reporting on mobilized resources in cooperation with Programme Support Unit on financial and other operational matters;
- Facilitates project related payments
- Supports the preparation of information for audit of development projects
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- Provides administrative and operational support to the programme/project implementation activities focusing on achievement of the following results:
- Ensures full compliance with the CO business processes and ATLAS procedures;
- Assists in preparation of drafting job creation forms; facilitates requests for recruitments/procurements and contract issuances;
- Ensures quality control of documents required for processing personnel or procurement actions related to the programme/project activities;
- Supports the preparation of grant processes (grant proposal review and approval process;
- Prepares and regularly updates security list of programme/project staff;
- Assists in the management of logistical support to the programme/project activities;
- Leads maintenance of the inventory of programme/project assets/equipment and programme/project correspondence and files;
- Drafts correspondence and assist with other administrative tasks as required
- Provides effective support on timely procurement of services and goods;
- Supports drafting ToR for International/National Consultants, Internship; supports and coordinates in recruitment/acquisition processes of ICs, Internship, institutional contract and other goods and services;
- Provides administrative support to the programme/project team in the organization of events, meetings, workshops, and conferences, etc.;
- Supports to the project team in official financial payments, official travel arrangements, goods and service procurements including consultants’ contracts process, payments for consultants and vendors, official HR-related activities, office workspace and equipment, VAT Exemption Request, UN Ground Pass, UN parking permit, working visa and stay permit in close collaboration with UNDP BRH Transaction Services Team (TST) using ATLAS programme as well as other online applications;
- Performs a role of Originator (travel arranger) and Travel Processor (certifying officer) to prepare Travel Authorization (TA) through Mission Request portal and facilitate Travel Request (TR) for the programme team and project staff including meeting participants through ULTRAMAR and ATLAS as well as maintain the supporting documents related to official missions needed to settle Travel Claim (TC) and Expense Report (ER) for audit purposes according to UNDP Rules and Regulations;
- Monitors and follows up on Back-to-Office Report (BTOR) of the project team members;
- Reviews and compiles the Procurement plans of the team and input to the PROMPT;
- Well-updates event calendar, knowledge products plans, staff movement and mission calendar;
- Builds and maintains good internal relationships with other teams to ensure the smooth coordination and proper operational process, and to ensure that all activities are undertaken in full compliance with UNDP rules, regulations and policies;
- Supports to project manager and other relevant tasks as requested.
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- Provides administrative support to the Regional Practice Advisory services focusing on achievement of the following results:
- Collection, analysis and presentation of information in support to the practice team’s research functions;
- Integrity of Practice team information including tracking of Advisory services;
- Provision of administrative services to meetings, seminars, workshops;
- Efficient travel arrangements provided for the team as required, ensuring proper use of UNDP resources and client satisfaction
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- Supports budget management and donor reporting focusing on achievement of the following results:
- Preparation of relevant information, specifically related to reports and financial analysis;
- Supports the preparation of relevant documents for donor/third-party contribution agreements for the authorized signatures;
- Preparation of Revenue Recognition by recording revenue in the Revenue Management system based on a category of agreed financial contribution agreements such as donor governments, UN agencies, private sector entities, foundations, etc.;
- Preparation and review of contribution agreements, managing contributions in Atlas;
- Maintenance of relevant responsibilities according to contribution agreements.
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- Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
- Participation in the trainings for the operations/projects staff on programme;
- Contributions to knowledge networks and communities of practice, specifically in participation of creation and maintenance of team pages.
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- Support programme/project Monitoring and Evaluation focusing on achievement of the following results:
- Supports Regional Youth Project staff for data collecation on national and regional activities
Participates in the relevant BRH Monitoring and Evaluation Focal Point meetings and inform and update the project team for further actions required.
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