Project Assistant

Job ID/Title :Project Assistant
Category :Poverty Reduction Team
Brand :UNDP
Application Deadline : 21-Jul-12
Duty Station :Ramallah
Type of Contract :Service Contract
Languages Required :Arabic, English
Duration of Initial Contract :     One year with possibility of extension
Expected Duration of Assignment :4 years




Background:

UNDP and ITC in partnership with PALTRADE are in implementing Export Development project in West Bank (2011-2015) aims to support SMEs in oPt to become more competitive exporters, to have the capacity to expand their workforce, including women and youth, contribute to the development of exports resulting in economic growth and improved standard of living of the Palestinian people. In this partnership, PalTrade and the Palestinian private sector will receive targeted assistance to enhance the trade support services offered to the local business community in line with global best practice, in the fields of strategic organizational planning, trade policy and advocacy, trade information, trade development, and trade promotion. At the same time, the private sector will receive improved and expanded local export support services from PalTrade. By the end of the project, the private sector companies involved in the project will have succeeded in accessing new markets, increasing their local market share, and enhancing the skills of their staff, while PalTrade will have become a more sustainable and stronger trade support organization.
Under the guidance and direct supervision of the Program manager, the Project Assistant provides support to administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Project Assistant promotes client, quality and results-oriented approach.
 
Description of Responsibilities:
The Project Assistant reports to the Program Manager and carries out the following:
 
- Provide Project administration, management, and implementation support to the Project Team in their daily tasks. This will include, preparing letters and faxes in English and Arabic, copying, filing, editing, and formatting computer documents, central record keeping, data input and UNDP/PAPP systems follow-up and processing, etc.
1-Ensure the compiling, copying of all Project reports
2-Compose meeting minutes for the project technical and steering  Committees and Team meetings.
3-Manages subcontracts and other project-related transactions, ensuring updated records.
4-Maintains records of project files and other support documents in hard and soft copies;
5-Maintain staff contracts and records.
6-Perform other relevant duties as assigned by the Project Management.

1-Assist in capitalize on already existing management structures and help in improve establish communication and coordination mechanisms and procedures amongst the various stakeholders
2-Assist in prepare inception reports, work plans and regular donor progress for the project.
3-Liaise with counterparts and Project staff for any requirements regarding Projects (especially for arranging meetings, request documents, etc) and prepare reports in English when needed.
4-Manages and supervise administrative paperwork required for project implementation
5-Supervise the administration of travel, claims, petty cash, and accounts.
 

 Impact of Results

The key results have an impact on the execution of the projects administrative services in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach strengthens the capacity of the office in the provision of administrative services.
 
Competencies :
Corporate Competencies:
-Demonstrates commitment to UNDP’s mission, vision and values.
-Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning
-Shares knowledge and experience
-Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness
-Ability to perform a variety of standard tasks related to Results Management, including screening and collecting of programme/ projects documentation, projects data entering, preparation of revisions, filing, provision of information
-Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems
-Good knowledge of Results Management Guide and Toolkit

Leadership and Self-Management
-Focuses on result for the client and responds positively to feedback
-Consistently approaches work with energy and a positive, constructive attitude
-Remains calm, in control and good humored even under pressure
-Demonstrates openness to change and ability to manage complexities
-Integrity and enthusiasm
 
Qualifications :
Education:
High school is required.  However, a diploma in Administration, Financial Management, Program Management or related field from a recognized college or university is an asset also a, Bachelor Degree would be an asset.

Experience:
Minimum of three years experience preferably Program experience in a team environment, including strong organizational and administrative skills and demonstrating increasing responsibility. Strong English communication skills (written and oral). Experience in the usage of computers and office software packages (MS Word, Excel, etc).

Language Requirements:
Fluency in Arabic and English.
“UNDP/PAPP is an equal opportunity employer: applications from both internal and external men and women will be considered equally”
UNDP actively supports the Convention on the Rights of Persons with Disabilities adopted by the United Nations General Assembly

Important message to all applicants!
-Please be aware that the UNDP/PAPP will review your application only if you have uploaded Personal History Form (P.11) to your application. Please download the form from the following link: http://jobs.undp.ps.
-You will get the opportunity to upload the P-11 at when you apply for the position.
-Incomplete applications or applications received after the closing date will not be given consideration. Please note that only applications that are under consideration will be contacted.
-For more detailed information about UNDP/PAPP please visit our website at www.undp.ps.