Project Administrative Associate

The position of Project Administrative Associate is in the UNRCO in Tashkent, Uzbekistan and reports to the Head of the Fund Secretariat. The Associate will be principally responsible for supporting the financial and administrative needs of the Uzbekistan Vision 2030 Fund’s Secretariat.
Under the overall guidance and supervision of the Head of Uzbekistan Vision 2030 Fund Secretariat, the direct supervision and coordination of the relevant colleagues of the Secretariat, the Project Administrative Associate will be responsible for the overall support of implementation of Secretariat’s activities, performing a variety of standard operational services ensuring high quality and accuracy of work.
In addition, the Project Administrative Associate will work closely with RCO personnel and UNDP CO Operations team to ensure relevant requirements are fulfilled in a timely manner with required quality, following the highest standards in line with UNDP guidelines and procedures and Uzbekistan Vision 2030 Fund documents.

1) Ensure effective administrative support in alignment with governing rules and regulations and with a focus on consistency and quality.

• Assure smooth operational running of the project by following established operational rules and procedures, including preparation of the supporting documentation for contracts, agreements and payments. 
• Perform administrative support functions to facilitate the implementation of the project activities, including personnel matters, attendance records, 
• Provide administrative and logistical support including organization of events (meetings, roundtables, workshops, trainings) 
• Provide logistical support, including facilitating travel arrangements, accommodation, visas, tickets, etc. to the staff of the Secretariat and missions organized for the Fund. 
• Facilitate and provide full support to project monitoring, evaluation, and audit missions, as well as missions of experts. 
• Keep updated project inventory and assure that UNDP regulations on the equipment use, storage and proper maintenance are adhered to. Assure that the project equipment transfer/disposal is being done in accordance with UNDP rules. 
• Participate in data collection, analysis and maintenance of project related database and files such as Memo, Contracts, reports, evaluations and correspondence; Keep accurate electronic and paper filing, information and records systems. 
• Supervise office maintenance, maintain stationery and office supplies, purchase office equipment when needed. 
• Assists in organization of meetings/calls in different format (offline, blended, online), including conducted over Ms Teams, Zoom, draft minutes and follow-up actions. 
• Participate in project activities (meetings, round tables, conferences, other public activities); preparation, implementation and follow up, take meeting minutes etc.

2) Support Financial Management of the programme

• Support day-to-day management of the project financial operations in accordance with relevancy rules and regulations, procedures and SOPs. 
• Tracking and managing financial and administrative activities and expenses, submission of forecasts 
• Prepares of accurate financial reports, including monthly and quarterly financial reports. 
• Prepare payment documentation for contract in accordance with the approved project budget.
• Presentation of information for planning and status of financial resources of the Fund Secretariat
• Assist project management in preparation/revision of the accurate budget and annual work plans.

3)  Provide support for effective programme operations and procurement

• Initiate, facilitate and undertake the process of procurement and delivery of goods and services (including recruitment of international and local experts, interpreters, etc.) in accordance with UNDP rules and regulations, SOP. 
• Support to organization of procurement processes including vendor creation, e-requisitions etc.
• Assists in other procurement-related operations in accordance with UNDP rules and procedures. 
• Contribute to the project annual and detailed implementation work plans, procurement plans and reports preparation in quality and timely manner, creates and updates the procurement plan of the project in the system. 
• Liaise and maintains contact with UNDP Operations on a variety of the operations related issues: procurement, financial management and human resources.

 4) Support to other activities of the Secretariat

• Drafting official letters on administrative, travel and contracting process related topics. 
• Provide assistance with documents translation and interpretation as needed.
• Pro-actively engages with implementing organizations to facilitates awareness and adherence with the Fund’s financial and administrative standards.
• Perform other duties as assigned by the Project Manager/Supervisor.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

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.
 

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill 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.

Business Management: Communication: 

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
• Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Finance: Financial planning and budgeting:

• Ability to create and manage processes to achieve UNDP's long and short-term financial goals, including through planning, budgeting, forecasting, analyzing, and reporting.

Administration & Operations: Events management (including retreats, trainings and meetings):

• Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Administration & Operations: Documents and records management:

• Overall document (hard or electronic) management; registry and retention policy including storing and archiving.