Organization: UNDP – United Nations Development Programme
Location: Dhaka
Grade: Administrative support – Administrative Services and Support – Generally no need for Higher Education
Occupational Groups:
Administrative support
Democratic Governance
External Relations, Partnerships and Resource mobilization
Project and Programme Management
Closing Date: 2024-08-25
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
The NGO Affairs Bureau (NGOAB) under the Prime Minister’s Office is the organization that steered being behind all the success rendered by the NGOs in Bangladesh. At the beginning, there were only 347 NGOs registered with only 67 human resources to deal with. But coming in 2023, the number of registered NGOs under NGOAB are 2554 (2289 are national and 265 international NGOs) with the same 67 human resources. NGOAB has been facing constraints to effectively perform their responsibilities due to lack of adequate staff, required skills of the employees and smart system that can deliver timely services and ensure oversights to significant number of NGOs and projects. NGOAB receives millions of foreign donations every year and clears those amounts through NGOs’ proposals as well. If the results and progress can be captured and reflected in a complementary manner, it will reveal a true picture of SDG progress with GO and NGOs’ contributions.
Given the context, the country is economically progressing and graduating to the Middle-Income Country by 2026. Therefore, NGOs in Bangladesh have scope to revisit their working modality, and the way of engagement in addressing development challenges and in this regard NGOAB has an important role to play. As UNDP Bangladesh has been working with several government agencies to support sustainable LDC graduation and achieving SDGs, UNDP considers its engagement with NGOAB for targeting valuable improvements in service delivery through digitalization and online process. This is in line with UNDP’s mandate which is to engage with our partners to support achieving the long-term development vision of the government of Bangladesh.
UNDP in collaboration with Department of Foreign Affairs and Trade (DFAT) and NGOAB designed a 2.5 year’s project entitled “Institutional Strengthening for Promoting Accelerated Transformation (ISPAT)” for the overall improvement of NGOAB/NGOs service system by next two and half years. The overall objective of the project is to make NGOAB fully capable of providing fast, efficient and effective services to NGOs in managing foreign donations and supporting them to contribute in attaining SDGs by 2030. the project will consider three-prong strategy to strengthening system and improving work-culture by- i) improving the institutional capacity through digitalization of services; ii) augmenting professional skills and competence of NGOs and NGOAB officials to implement the gender responsive digital services with greater efficiency; and iii) providing technical assistance for enhancing policy support to ensure wider convergence of sectoral policies as well simplification of services with necessary policy guidelines.
In this backdrop, this Implementation plan outlines ISPAT’s strategy to capacitate with digital innovation for improving service delivery system. This project will contribute to achieve the following results:
Outcome 1: Ensuring effective and efficient utilization of foreign donations to improve the socioeconomic status of the poor, women, and other marginalized sections of the people.
Outcome 2: Recognizing and documenting contributions of NGOs in the attainment of global goals and national priorities of reducing poverty, improving governance and service delivery aligning with women and human rights.
Outcome 3: Strengthening policy formulation and fostered innovation of NGOs by showcasing and scaling-up nationally.
The Project Assistant will be responsible for assisting Project Manager/Project Team by providing secretarial, logistic and other supports, e.g. preparing note to file, official letter, preparing list of asset/supplies/documents/procurement, etc., arranging logistics for office and any other event as required, support to manage vendor/supplier and expenditure of annual and multi-year budget, support audit, etc.
Duties and Responsibilities
i. Support administrative management of the project’s implementation
Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans.
Provide secretarial, logistic and other support to the NPD, Project Manager, Project Team, UNDP and consultants/firms for the implementation of work plans.
Prepare routine correspondence and general reference documents, organize data and collect information for relevant partners.
Assist in procurement of office supplies and equipment, maintain appropriate inventory records.
Maintain in-coming and out-going documents, files, reference documents, organize data and information and maintain records and files.
Typing letters, documents, reports etc. and applications of information and Communications Technologies.
Maintain records on all project personnel/consultants/firms and their respective status in accordance with accepted policies and procedures.
Prepare and issue contracts for consultant and firm.
Draft minutes and prepare note to file for approval.
Assume overall responsibility for administrative matters such as registry and maintenance of project files and records.
Arrange external and internal meetings/workshops and communicate with the relevant participants as needed.
ii. Support financial management
Prepare note to file including official letter and detail budget to get approval from NPD.
Support for booking venue, accommodation and arrange food and other logistics for effectively organize events/project programs.
Assist preparing program schedule, participants’ list and ensure external facilitators by timely coordination and communication with relevant resource persons/officials.
Collect and preserve all bill-vouchers whenever the event completed on the ground.
Follow the bill-vouchers are prepared in line with the financial policy and procedure of government and UNDP.
Prepare requests for advance of funds and/or direct payments.
Prepare proposals for budget revisions.
Prepare and submit expenditure and programme budget status reports.
Undertake other financial and administrative tasks on an ad hoc basis.
iii. Support procurement management
Arrange procurement of equipment, supplies and services as per Annual Work Plan (AWP).
Hire transport from companies if required for official purpose.
Create and mange e-requisitions in Quantum.
Arrange for equipment maintenance and insurance as required.
Ensure that contractual processes follow the stipulated UNDP procedures.
Physically clear and ensure delivery of equipment and supplies procured for the various programme sites.
Maintain an equipment and spare inventory including verification and transfer when required.
iv. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
4. Institutional Arrangement
The Project Assistant will work under the leadership of the Project Manager (PM) and liaise with project team, UNDP, NGOAB and respective regional offices and NGO staff involved in the programme.
Competencies
a) Core
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
b) Cross-Functional & Technical competencies
Thematic Area Name Definition
Business Direction and Strategy Business Acumen Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome.
Knowledge and understanding of the operational frameworks in the organization and ability to make good judgements and quick decisions within such frameworks.
Administration& Operations Documents and record management Overall document(hard and electronic) management; registry and retention policy including storing and archiving
Registry & correspondence management Ability to collect, resister, maintain and deliver mail and UNDP pouch; ability to manage archive.
Event management (including retreats, trainings and meetings) Ability to manage events including venue identification, accommodation, logistics, catering, transportation and cash disbursement etc.
Ethics UN Policy knowledge-ethics Knowledge and understanding of the UN staff Regulations and rules and other policies relating to ethics and integrity.
Required Skills and Experience
Education:
Secondary Education or completion of High School Diploma is required. Or
University Degree (Bachelor’s Degree) in Accounting/Finance/Management, Law or any other relevant fields,will be given due consideration, but is not a requirement
Minimum 5 years (with Secondary Education) or 2 years (with Bachelor’s degree) of relevant experience in the field of administrative and secretarial works is required.
Experience:
• At least one year of working experience in preparing note to file, official letter both in English and Bangla is required.
• Experience in using of computer both in English and Bangla is required.
• Professional experience in dealing with procurement as per UNDP and government policies is desired
• Experience in organizing event by booking venue, arranging logistics, preparing program schedule, etc. is an asset.
• Experience and having ability to provide ICT support, office software, internet, etc.is desired.
• At least one year of experience in UN or government organization as an office assistant is an asset.
Fluency in English and Bangla is required;
Disclaimer
Important information for US Permanent Residents (‘Green Card’ holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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