Despite the deepening political divisions in Libya, UNDP, in partnership with community, government representatives and organizations, have made progress at the local level in stabilizing conflict-affected areas and contributed to improving the lives of the people affected by the conflict. UNDP’s project has been supporting local governments to improve basic services, security, and early economic recovery.
The Stabilization of Recovery Transition (START) project aims to enhance stabilization, resilience and peace in/for the Libyan society by providing livelihoods opportunities through a holistic, comprehensive approach provided by the Triple Nexus (HDP). The project targeted for youth and women in particular, including vulnerable host communities and the internally displaced, as well as refugees and migrants living among host communities. This approach will link development with major challenges in the country to prevent a return to conditions that foster violence and extremism.
For this purpose, UNDP Libya is seeking a Project Assistant who will provide a range of actions contributing to the design, planning, management and monitoring of the project.
Job Description:
Under the general supervision of the Project Manager the Project Assistant in the effective and efficient management of the project through a range of actions contributing to the design, planning, management and monitoring of the activities. The Project Assistant applies and promotes the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNDP rules and regulations.
The Project Assistant works in close collaboration with the Programme, Operations, Communications, Procurement, and other project teams in the Country Office (CO) for effective achievement of results, anticipating and contributing to resolving complex project-related issues and information delivery. The incumbent is expected to exercise full compliance with UNDP programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.
Duties and Responsibilities
Under the direct supervision of the Project Manager, the Project Assistant will be responsible of the following:
- Provide support to international and national consultants in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, etc);
- Maintain records on all project personnel/national consultants and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures;
- Prepare and issue contracts; Make pertinent logistical arrangements for the prompt and effective implementation of the project activities;
- Arrange external and internal meetings and workshops relevant to project implementation, prepare draft minutes of meetings when needed;
- Prepare requests for advance of funds and/or direct payments;
- Respond to queries with respect to financial aspects of the project, liaise with UNDP- CO staff in this regard;
- Advise and assist international advisors and national consultants on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services;
- procurement plans to improve planning and timeliness or project procurement needs;
- Assist coordination of the Livelihoods Working Group;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability, and exhibit teamwork spirit and ability to operate under pressure;
- Shares knowledge and experience, and ability to communicate effectively, both orally and in writing, is required to obtain, evaluate and interpret factual data and to prepare accurate and complete reports and other documents;
- Undertake other assignments that the Project Manager may deem necessary.
Impact of Results:
The key results have a direct impact on the overall successful achievement of the Stabilization to Recovery Transition Project. Accurate assistant and presentation of information enhances UNDP’s position as a strong development partner. The information provided facilitates decision-making of the UNDP management.
Corporate Competencies:
- Demonstrates commitment to UNDP’s mission, vision and values.
- Exerts strict adherence to corporate rules, regulations and procedures. Familiarity with the internal control framework and results-based management tools is a must.
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
- Ensures that programmes and projects are consistent with UN/UNDP values
- Treats peers fairly by maintaining consistent values inspiring trust and confidence through personal credibility
- Accepts responsibility and accountability for the quality of the outcome of his/her decisions
Functional Competencies:
Knowledge Management and Learning
- Shares knowledge and experience
- Focuses on tasks/activities which have a strategic impact on programme and capacity development activities
- Promotes a supportive environment to enhance partnerships, leverages resources and build support for UNDP’s strategic initiatives
- Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills
Job Knowledge/Technical Expertise / In-depth knowledge of the Subject-matter
- Understands more advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines
- Continues to seek new and improved methods and systems for accomplishing the work of the unit
- Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally
- Demonstrates comprehensive knowledge of information technology and applies it in work assignments
Development and Operational Effectiveness
- Ability to perform a variety of specialized tasks related to Results-Based Management, including support to design, planning and implementation of the Project, managing data, reporting
- Ability to provide input to business processes, re-engineering, implementation of new system, including new IT based systems.
- Ability to engage with various partners and stakeholders at different levels, to establish and maintain contacts with senior-level officials of the host government and represent UNDP in national and regional fora.
- Ability to communicate effectively, both orally and in writing, is required to obtain, evaluate and interpret factual data and to prepare accurate and complete reports and other documents.
- Proven performance in organizing and coordinating major initiatives, events or challenging inter-organizational activities;
- Adapts flexibly to changing situations, overcomes obstacles and recovers quickly from set-backs.
Leadership and Self-Management
- Focuses on result for the client and responds positively to feedback;
- Ability to achieve results and meet strict deadlines in an effective manner, maintaining a high-quality standard throughout
- Consistently approaches work with energy and a positive, constructive attitude
- Tolerates conditions of stress, uncertainty or ambiguity and continues to maintain a positive outlook and to work productively
- Demonstrated ability to manage a team and to foster team spirit and synergy.
- Bachelor’s Degree in public administration, finance, social sciences, or other related field.
- Additional qualifications in project management is highly considered.
- Five years of relevant experience in administrative work, organizing events, accounting/finance, project assistant/development, or other relevant area is required.
- Experience in the livelihoods and economic recovery related project is an asset.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling web-based management systems.
- Fluency in English required, both written and spoken. Arabic Language is a must
Contract Duration: One Year