Project Assistant

United Nations Development Programme, Cotabato City, Philippines

Skill Required:, Project/ Programme Management
Preferred Experience: 
3 Years
Closing Date for Applications: 
10th July, 2020


Job Description

Background

Consistent with its mandate to prioritize the acquisition, adoption, innovation, and application of science and technology for development and its pursuit of competence, excellence and service innovation as provided in both the Organic Law for the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM) and the Revised Transition Plan 2019-2022 for the Bangsamoro Transition Authority, the Bangsamoro Government, through the Ministry of the Interior and Local Government (MILG), forged a partnership with UNDP that seeks to apply, where possible, the strategic framework and principles of the UNDP-supported Access to Information (a2i) program to the specific social, cultural and economic contexts of BARMM.

Known as the flagship programme of the Digital Bangladesh agenda by the Government of Bangladesh, a2i was selected given similar starting challenges in Bangladesh and BARMM of connectivity and local governance in remote, rural locations; shared social and cultural context; and, a2i’s recognized status as a leading global program that has dramatically improved citizens access to services and information, and expanded unprecedented opportunities for community participation at the local level.

This project titled “Localizing e-Government for Accelerated Provision of Services (LEAPS)” will build on the a2i experience towards the transformation in local governance in BARMM by significantly accelerating connectivity in communities and opening up governance by enabling citizens to capitalize on the benefits of connectivity, such as through improved access to services and information, community enterprise development, assisted rural e-commerce, and skills development. The LEAPS Project is a way to overcome the dependencies on archaic, paper-based and manual processes within and among the local government units (LGUs). This program will also maximize the use of MILG’s limited manpower and resources to effectively and efficiently deliver and monitor frontline services.

The overarching outcome of the LEAPS Project is to ensure that “the most marginalized, vulnerable and at-risk people and groups benefit from inclusive and quality services and live in a supportive environment wherein their nutrition, food security, and health are ensured/protected”, its outputs are targeted as follows: a) strengthening of the MILG to provide people’s access to ICT and inclusive digital solutions; b) improvement of citizens ‘access to quality e-services reducing time and efforts of availing public services; c) LGUs are effectively and efficiently use disaggregated data for development and resilience planning, programming, budgeting and governance; and d) citizens are organized and capacitated to monitor delivery of services and optimal use of ICT equipment and digital solutions. The initial phase of the LEAPS project is set to commence this year to kickstart its preparatory activities and set its foundations. Activities will focus on the MILG and the two pilot (2) LGUs in BARMM.

Under the overall guidance of the Project Manager, the Program Assistant is responsible for an effective financial and administrative support to the implementation of the project activities. He/she analyses, interprets and reports according to the Financial rules and Regulations and Project Operational Policies and Procedures. The Program Assistant promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations.

The Project Assistant is also expected to work in close collaboration with the UNDP Finance and Procurement Teams and other relevant units in the UNDP CO, and with the MILG-Local Government Supervision Division and officials of other BARMM ministries.

Duties and Responsibilities

Summary of Key functions

Ensuring strategic direction of Administrative matters of the Office.

  • Provides support for effective administrative and financial control in the project.
  • Supporting knowledge building and knowledge sharing.
  • Ensures strategic direction of project operations and administration focusing on achievement of the following results:
  • Provides effective administrative support to the implementation of the LEAPS Project.
  • Ensures maintenance of the project records and filing systems and safekeeping of confidential materials.
  • Ensures the provision of timely and quality administrative and logistical support to project activities;
  • Ensures provision of logistical services such as arrangement of meetings workshops and other Project-related events, as well as day-to-day transportation and mission travel requirements; and,
  • Undertakes any additional tasks as assigned by the direct supervisor.

Provides support for effective financial control in the project, focusing on achievement of the following results:

  • Analyzes and interpret the financial rules and regulations of both government and UNDP, and assist in providing solutions to issues related to finance, logistics and day-to-day office administrative activities, while, promoting a collaborative, client-focused, quality and results-oriented service;
  • Maintenance of the internal expenditures control system including budget checks and timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
  • Process documents for cash advance, liquidation, reimbursements in a timely manner, for submission to and approval of the Project Manager, UNDP I&P Team Leader, and UNDP Finance Officer;
  • Preparation of non-PO vouchers for the project and payrolls for salaries and other benefits due to project staff;
  • Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas;
  • Coordination with the UNDP Procurement Team in the procurement of supplies including requisition, request for quotation, costing for services, machinery, necessities, and any required materials for the project;
  • Certifies expenditures for approval of payments and monitor/control budget expenditures and approved allotments; and,
  • Coordinates and acts as focal point for issues relating to finance and administration.

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

  • Organization/conduct of training for the projects staff on financial management;
  • Synthesis of lessons learnt and best practices in administration and finance;
  • Sound contributions to knowledge networks and communities of practice; and,
  • Provide accurate, prompt and appropriate information and reports to the supervisor on administrative and matters of project.

Required Skills and Experience

Education:

  • Bachelor’s Degree in business, public administration, economics, social sciences, or related filed, preferably with specialization in finance, accounting, resource management, project management, etc.

Experience:

  • Minimum of three (3) years of relevant work experience. Previous working experience with a UN agency or government is an asset.
  • Proficiency in Microsoft Office applications is required and in other applciations of programming, statistical analysis, design, and/or project management is desirable.

Language Requriements:

  • Proficiency in spoken and written English and Filipino is required.
  • Proficiency in spoken and written of local dialect is preferred.

Source:https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=31540&HRS_JO_PST_SEQ=1&hrs_site_id=2


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