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The Senior Project Assistant will report to the National Project Manager but will work closely with the Programme Officer at UNDP Country Office on a day-to-day basis to facilitate various administrative, financial, and project implementation related operational and logistical processes. More specifically, the Senior Project Assistant will be responsible for the following:
Support for project management and implementation:
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Assist the National Project Manager (NPM) and the project team in the development of project work-plans;
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Support the timely and effective implementation of HR and procurement plans by preparing all necessary documents as per UNDP rules and coordinating with the HR and Procurement units at UNDP;
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Undertake quality assurance of project procurement i.e. technical bids, financial bids, proposals and contracts;
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Provide support to resource mobilization by analyzing information on donors, preparation of donors’ profiles and their country strategy papers;
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Support in gathering information on other donor-funded or UN agency projects that are potential partners for LRP,
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Support the NPM to update various logs in Atlas and to keep the project dashboard updated,
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Support in drafting internal and external correspondence especially related to procurement, recruitment, resource mobilization, partnership building, etc.;
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Support in organizing workshops, seminars, trainings including arrangement for venue, logistics, transportation and documentation of events if they are organized in Kathmandu;
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Arrange external and internal meetings for LRP in Kathmandu with government, non-government, academia, donors, NGOs, UN agencies and other potential partners and stakeholders, and maintain minutes of all project related meetings;
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Provide logistical support in organizing the Project Board meeting organized in Kathmandu;
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Ensure all project related materials are properly documented and easily accessible;
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Maintain a filing system for LRP in Kathmandu.
Financial management support:
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Assist in drafting Letter of Agreements, Memorandum of Understandings, Cost-sharing agreements, Contracts with implementing partners, and other such documents as per UNDP’s rules, regulations and formats;
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Assist in managing the various contracts with implementing partners—government entities, NGOs, UN agencies, etc.
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Provide training to implementing partners in UNDP’s rules and regulations related to financial management, audit, reporting, and project implementation;
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Assist in budget revisions as and when required;
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Assist in preparing quarterly financial reports and entering them into Atlas;
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Provide support to monitor budget expenditures as per approved budget;
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Assist in preparing for project audit and in responding to audit queries, UNDP CO and Government queries related to project budget, financial resources and expenditures.
Others:
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Provide backup to project Administration and Finance Officer as and when required;
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Assist Poverty and Inclusion Unit as needed;
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Undertake other financial and administrative tasks assigned by the supervisor
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