• Country: Cotabato, Philippines
• No of vacancies: N/A
  
• Salary: N/A 
• Organization: UNDP
• Gender: Both
• Deadline: 2024-01-25

Duties and Responsibilities:

Under the overall supervision of the Project Manager and working closely with the rest of the LeAPS Project Management Team with oversight from the Institutions and Partnerships Programme Analyst, the Project Associate is expected to ensure full compliance of all financial and administrative transactions with UNDP policy, procedures, rules and regulations in the exercise of her/his duties and accountabilities.

S/he is expected to work in close collaboration with the Country Offices’ Results and Quality Team and Operations Team, and with the MILG LeAPS Technical Working Group (TWG) and officials of other BARMM LGUs and ministries:

Support overall effective and efficient management and monitoring of project by contributing to day to day administrative, finance and procurement management:

• Contribute to the development of project’s annual and quarterly work plans, procurement plan and financial and physical progress reports;
• Keep track on the delivery of the project and contracted parties, frequently report to the Project Manager on the delivery situation.
• 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, Programme 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 requisition in Quantum for development projects, register of goods received in Quantum;
• Coordination with the UNDP Procurement Team in the procurement of supplies including raising requisition, request for quotation, costing for services, machinery, necessities, and any required materials for the project;
• Process micro-purchasing requests from generic specification identification, request from quotation, submitting of vendor documents if needed to Procurement unit, finalizing all solicited quotations, and submission to micro-purchasing tool;
• Certifies expenditures for approval of payments and monitor budget expenditures and approved allocation;
• Coordination of travel arrangements prepares travel requests, coordinates with travel unit for travel authorizations, ticket bookings, and visa;
• Effective application of UNDP financial procedures through the Quantum enterprise management system, including processing purchase orders, requisitions and payments;
• Work closely with the Programme Team, Results and Quality Team, and Finance staff to ensure efficient and transparent use of project resources in line with approved budgets and within UNDP rules and regulations
• Support to the conduct of annual project reviews, audits, monitoring missions, evaluations
• Support timely operational and financial closure of a project, determination of unutilized funds and processing operational/financial closure of projects in Quantum.

Support timely and efficient implementation of project events and activities:

• Provide and coordinate project related administrative and on-site logistics support as required for the events.
•  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
• Support in drafting terms of reference and support the recruitment and management of national and international consultants, subject matter experts, consulting firms, and other such resources.
• Ensures maintenance of the project records and filing systems and safekeeping of confidential materials.
• Act as the Project Management Team’s asset management and supplies inventory focal.

Support to building and maintaining effective working relationships with key counterparts:

• Support in building and maintaining effective working relationships with key partners and stakeholders, especially with the LeAPS Technical Working Group of the MILG-BARMM.
• Provide quality and timely financial reports, as per UNDP financial rules and regulations and donor requirements.
• Support in finalizing relevant partnership agreements.
• Support in promotion of coordination, dialogue, and good practice knowledge sharing among stakeholders.

Support to common activities of the Institutions and Partnerships Programme:

• In collaboration with the Programme Analyst, support the implementation of the common activities of the Programme Team and the Country Office in general.
• Support other related tasks as agreed with the Project Manager.

Provide additional support to the Project Management Team and the Programme Team on the request of the Project Manager and Programme Team Analyst.

Competencies:

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