Admin Assistant

II.  Context

Project Brief:

The project aims to enhance reactivation and revitalization of livelihoods through self-employment, by providing business development skills training, supporting small businesses with small grants, mentorship, and provide business consultancy.

Project Specific Objectives:

-Reviving livelihood activities and enhancing resilience and recovery for returnees as part of the post-conflict stabilization and peacekeeping phase.

-Creating job opportunities for returnees to be able to support themselves and their families

-Securing a decent life for the families benefiting from the grant by finding a source of income for them.

III. Objectives of the Assignment

Under the overall direction of the Area Manager, and in close coordination with the EDL Technical Officer, The Project admin assistant is responsible to assist in the day-to-day management and implementation of the Project, including all substantive and administrative matters.

S/He assist supporting the implementation of project’s activities in addition to monitoring and reporting on implemented initiatives ensuring implementation of activities in line with UNDP rules and regulations, planned targets, budgets, and time frames, and as instructed by the Area Manager.

IV. Scope of work (Indicate if this is Time-Based Contract or Output Based)

-Manage and coordinate project activities, from substantive, administrative points of view, applying strategic planning and systematic coordination of project activities.

-Manage day-to-day project implementation and overall coordination with project supervisor and area associate.

-Ensure supervision of the Project personnel and ensure effective communication

-Identify any support and advice required for the management, planning and control of the Project.

-Ensure timely preparation and compilation of the Project Annual/Quarterly Work Plans and Progress/Final substantial and financial reports and its submission to UNDP CO as appropriate.

-Prepare monthly reports on key project activities, issues and required action points. Prepare the project monthly progress reports (progress against planned activities, update on risks and issues, expenditures), annual review report and final review reports.

-Ensure the quality of outputs and results with optimal monitoring mechanisms; establish effective coordination, monitoring, information sharing and reporting systems.

-Assist in development of the gender mainstreaming strategy and ensure the mainstreaming of gender into all project activities.

-Manage the transfer of Project deliverables, documents, files, equipment and materials as per the standards UNDP procedures.

-Ensure establishment and maintenance of proper electronic and paper filing systems.

-Perform other duties that may be required by EDL Programme.

Requirements

V: Competencies

-Work prioritization and ability to multitask;

-Ability to maintain a high level of accuracy, confidentiality concerning financial and employee files;

-Excellent interpersonal skills;

-Shares knowledge and experience;

-Positive, constructive attitude;

-Ability to work and act under pressure with discretion in politically sensitive environment with a minimum of comfort;

-Responds positively to critical feedback and differing points of view;

-Ready to work independently, under tight deadlines.

-Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;

-Ability to work in a multi-cultural team environment with a positive attitude;

-Highest standards of integrity, discretion and loyalty.

VI. Required Skills and Experience

Education: Bachelor’s Degree in Business Management, Accounting or relevant fields

Experience: 3 years of relevant work experience

-Managerial experience in the field of development cooperation including in grant management

-Knowledge of the issues in the relevant area

-Proven ability to draft, edit and produce written proposals and results-focussed reports

-Proven experience working with Government, civil society, international organizations and donors

-Experience in the usage of computers and office software packages (MS Word, Excel, etc.)

Language Requirements: Good English drafting skills

Arabic and English mandatory.

Must be resident of Homs Governorate.