Senior Administrative Assistant

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Description

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The United Nations Peacebuilding Fund (PBF) started supporting the Kyrgyz Republic in the wake of the violent inter-ethnic clashes, known as Osh events, of June 2010. Since then, PBF has gradually invested a total of around USD 56 million in peacebuilding projects most of which have been received through the procedure of formal country eligibility. In 2013, the UN Secretary-General announced the Kyrgyz Republic eligible for the UN PBF. Projects during this period focused on strengthening human rights mechanisms and improving governance as key strategies for building inter-ethnic reconciliation and preventing violent extremism (PVE).

The latest PBF eligibility for the country was announced for the period of 2021 – 2026 in response to the request of the President of the Kyrgyz Republic. The President in his letter to the UN Secretary General identified supporting the social cohesion and addressing risks of border conflicts as key peacebuilding priorities in the country. Based on these priorities, the UN Country Team, in agreement with the government stakeholders developed a Strategic Results Framework (Annex VI) that will guide the implementation of Peacebuilding Fund projects in 2021-2026 focusing on three broad areas: (1) transparent and responsive governance; (2) inclusive civic identity; and (3) trust and cooperation between border communities.

Every recipient country of the PBF is required to establish a Joint Steering Committee (JSC) normally composed of the government, UN and civil society representatives. The JSC ensures oversight for projects’ planning and implementation. It plays an important role in monitoring of the project implementation progress and ensuring national ownership and sustainability of results. The Head of the Department of the Presidential Administration and the UN Resident Coordinator co-chair the JSC in the Kyrgyz Republic. Relevant ministries and other government institutions are represented at the level of deputy ministries and heads of departments.

UN agencies already launched two projects in January 2022, aiming to achieve the goals set in the Strategic Results Framework. The first project implemented by UNDP, UNICEF and OHCHR aims to promote sustainable peace by strengthening inclusive governance and supporting the implementation of the “Kyrgyz Jarany” concept. Second project of FAO and UNFPA work in the communities along the Kyrgyz-Uzbek border to promote shared prosperity by introducing climate-smart agriculture, as well as to strengthen women’s leadership. A third project, by the “Saferworld” international NGO, provides psycho-social support to young people living in border areas with Tajikistan. More projects are expected within different fundings instruments of the UN PBF in the coming years geared to fulfill the commitments taken under the Strategic Results Framework

The Office of the UN Resident Coordinator (UNRCO) is launching the project on PBF Secretariat with the purpose of support the coordination, monitoring, evaluation, and visibility of PBF projects in Kyrgyzstan. The Secretariat will work closely with the UN agencies and civil society organizations, recipients of PBF funding to ensure coordination of all key stakeholders in peacebuilding activities in Kyrgyzstan – national authorities, civil society, development partners and UN agencies.

The Monitoring and Evaluation (M&E) Officer is being hired to lead Secretariat’s support to PBF recipient UN agencies and civil society organizations on matters pertaining to measuring the portfolio-wide progress and results, particularly those reflected in the PBF’s Strategic Results Framework for Kyrgyzstan. The M&E Officer will for example help coordinating collection of data on the progress against the results and commitments reflected in the Strategic Results Frameworks. S/he will be expected to identify opportunities for learning from the peacebuilding programming in terms of best practices and areas for improvement in tracking project results and feeding into the broad interagency communication on the topic as well as to the knowledge products of the UNRCO. The M&E Officer’s role will also include support to recipient agencies and organizations in developing specific tools of monitoring and evaluating the results and progress of their projects at implementation and completion stages.  

Under the guidance and supervision of the Peace and Development Officer, the Senior Administrative Assistant ensures effective and accurate financial resources management, transparent utilization of financial resources and integrity of financial services as well as administrative services and processes of the project. The Senior Administrative promotes a client, quality and results-oriented approach.

The Senior Administrative Assistant works in close collaboration with the Operations and Programme Units in the Programme, respective units of UNDP, RUNOs, ensuring successful project performance.

Duties and Responsibilities

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative, procurement, HR activities and financial processes and records with UNDP rules, regulations, policies and strategies.
• Provision of inputs to preparation of workplans.
• Full compliance with UN/UNDP and/or donor rules, regulations, and policies of financial/administrative activities, and follow-up on audit recommendations; implementation of effective internal controls.
• Monitoring of financial reports;
• Contribution to development of Annual Work Plans and Procurement Plans of the PBF Secretariat.

Provides support to the management of Programme operational processes, focusing on achievement of the following results:

• Ensuring efficient Programme office functioning to provide assistance to management in terms of contracting of project personnel, travel arrangements, daily payments, sub-contracting of legal entities for procurement of goods and services, organization of regional workshops/trainings/seminars, etc.
• Ensuring timely payment of installments to programmes’ sub-contracts, collection of original financial reports and consolidation to the overall programmes’ expenditure reports
• Administration of travel arrangements for International experts, including preparation of supporting documents for contracting, issuance of travel authorization, processes F10s and payments
• Support in organization and coordination of shipments and customs clearance.
• Support with protocol matters, accreditation / registration of staff, coordination with local authority on other administrative matters.
• Timely submission of adequate and duly completed supporting documents for payments.
• Maintenance of proper filing system for administrative records and documents.
• Assistance in the preparation of work plans, reporting, provision of information for audit;
• Coordination of assets management in the office, timely preparation and submission of periodic inventory reports.
• Coordination of the provision of reliable and quality office supplies;
• Keeps/updates project transferred equipment inventory and signing-off follow-up actions;
• Preparation of supporting documents for contracting.
• Maintenance of the office staffing table and staff attendance records. Performs other duties as required by Peace and Development Officer Officer

Provides  effective and  accurate  support  in  management  of  Programme  financial resources,

focusing on achievement of the following results:

• Assists Peace and Development Officer with overall budget preparation process according to programming activities and specific country allocations;
• Assist in preparation of financial delivery planning as per agreed work plans for in-house management review and sharing with counterparts;
• Participates in regular reviews and discussions with the management of programme/project sub offices on Programmes progress, revisions, implementation schedules and constraints, etc.;

Provides support to proper management of Donor reporting, focusing on achievement of the following results:

• Compile data and periodic statutory reports and analytical tables for donor on Programme delivery and UNRCO managed resources, as per donor regulations and contractual obligations.
• Liaise with RUNOs to obtain data/information on the latest  programme expenditures.
• Act as a focal point in liaison with UNDP CO Operations on financial and/or programme matters and follow-up on issues raised by donor and ensure issues are resolved in timely manner.

Provides effective support to management support to the Project as follows:

• Support to Programme/project monitoring and management;
• Assists with organizing and holding seminars, conferences, trainings, and meetings;
• Prepare official letters to government and CSO partners and ensure their timely delivery;
• Prepare meeting notes and consolidated reports based on inputs from RUNOs;
• Control over the programme expenditures and coordination of funds delivery with management/operations;
• Provides interpretation services to missions when required;
• Any other tasks required for the smooth running and delivery of the Programme.

Required Skills and Experience

Education:

• Bachelor’s degree in business administration, economics, development or social sciences, or other relevant fields.

Experience:

• 4 (four) years of relevant administrative experience at national and/or international level is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience of working with web-based management systems is desirable.
• Practical experience in procurement is an asset

Language Requirements:

• Fluency in English and Russian. 

Source: https://jobs.undp.org/cj_view_job.cfm?cur_job_id=111101

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