Position Title: Project Assistant (National)
Project Title: Strengthening Institutional Structures and Mechanisms for Dialogue
Type of Contract: SSA
Duration: Six months
Duty Station: Dili
Expected Start date: August 2009
1. Background:
The Government is currently implementing a range of programmes under the overall National Recovery Strategy Hamutuk Hari’i Futuru. A key aspect of this strategy is the relocation and reintegration of IDPs. For a minority of IDPs it is anticipated that, with the stabilizing security situation, repairing the damage to their homes will be enough to allow them to return and take occupancy. However for the majority, past experience of community and IDPs dialogue processes indicate that their return will not only require a range of assistance packages but also a process that can pave the way for repairing the community relations that were severed during the civic unrest that has followed the 2006 Crisis. There is already a high demand for a dialogue-based process that can facilitate the return of IDPs into their former communities.
This project builds on an existing government programme of activities facilitated by the existing dialogue team of the Ministry of Social Solidarity, and aims to strengthen and expand the size, scope and capacity of the team, which has been supporting the promotion of dialogue since the inception of the former government’s Simu Malu programme.The project aims to address the root causes of conflict in communities through a national dialogue process that focuses on issues of conflict management, and State and Nation building.
2. Duties and Responsibilities:
The Project Assistant will work under the overall guidance and direction of the Project Manager (PM). S/He will report through the PM to UNDP Senior Management. The Project Assistant will be responsible for the following:
1. Finance:
Support the Project Manager, as directed, to fulfill the following tasks:
- Follow up on payment processes with involved units of UNDP and MSS Finance Unit.
- Preparation of requisitions for project expenses as required.
- Liaise with the Ministerial based Dialogue Team to provide Dialogue Team with financial information as required.
- Follow up on each Dialogue Team activities’ expenditure on Pre-Dialogue and Dialogue meetings’ budget report.
- Coordinate with other Ministerial based Dialogue Team to ensure that accurate documentation is kept for all transactions.
2. Administration:
Support the Project Manager to:
- Maintain the project filing system for capacity building mentor, donors, correspondence and other documents.
- Develop an archive of old files.
- Monitor and manage project inventory and supplies, and ensure that it is replenished in a timely fashion.
- Liaise with HR unit of MSS to monitor leave and attendance of Dialogue Team members in the project.
- Assist with procurement of project equipments in accordance to UNDP procurement rules and procedures.
- Assist with the documentary requirements of project staff/dialogue team recruitment.
- Assist with maintaining an up-to-date calendar of project activities and meetings, including scheduling.
- Assist Project Manager with administrative issues by making sure all correspondence between project and Programa Hamutuk Hari’i Futuru MSS is followed upon in a timely manner.
- Organize and provide secretariat support to meetings and workshops, etc, including ensuring availability of effective and timely interpretation and translation.
- Maintain availability of the project vehicles for use by the Dialogue Team members.
- Coordinate with Travel Unit of UNDP to ensure all project vehicles are MOSS Compliant, and ensure project vehicle logbook is maintained on a monthly basis.
- Perform other duties as required.
3. Qualification and Professional Experience:
§ Minimum secondary education. Training in relevant area would be an asset.
§ Minimum 3 to 5 years of professional experience in project assistance, finance and/or administration.
§ Good computer skills are essential, especially proficiency in Microsoft Word, Excel, and Outlook.
§ Good oral and written communication skills in English are essential.
§ Previous experience with the United Nations or other international organization would be an asset.
§ Previous experience with ATLAS would be an asset .
Please submit your applications together with curriculum vitae and relevant supporting documents to the following address:
Human Resources Unit
United Nations Development Programme
Obrigado Barracks Compound, Building 11
Caicoli Street
Dili, Timor-Leste
e-mail : ssa.tp@undp.org
cc to: jose.belo@undp.org and ayako.higuchi@undp.org
The deadline for submitting applications is 30th July 2009.
Only short-listed candidates will be notified. Women candidates are strongly encouraged to apply.
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