Project Support Associate

United Nations Development Programme (Bahrain)

Background

The Global Environment Facility (GEF) Global Biodiversity Framework Early Action Support (GBF EAS) Project assists developing, middle-income, and small island nations in advancing commitments under the Convention on Biological Diversity (CBD). This includes early action on the post-2020 Global Biodiversity Framework (GBF), updates to National Biodiversity Strategies and Action Plans (NBSAPs), and national reporting. By connecting policymakers, technical experts, and local actors, the project supports the effective implementation of the GBF and contributes to the achievement of the Sustainable Development Goals.

As a key component, the Umbrella Programme to Support NBSAP Update and Seventh National Reports provides technical and financial assistance to 139 countries encompassing developing nations, small island developing states, and economies in transition. This GEF-funded, Party-led initiative enables countries to revise their NBSAPs in line with the GBF and prepare their Seventh National Reports for submission to the CBD. It is jointly supported by the United Nations Development Programme (UNDP), the United Nations Environment Programme (UNEP), the CBD Secretariat, and the GEF Secretariat.

Duties and Responsibilities

Under the overall guidance of the Project Coordinator, the Project Support Associate will be responsible for providing back-office/ administrative support to the project including:

(I) facilitating procurement;

(II) financial and administrative tracking of activities and expenses;

(III) support with communication, facilitation and organization of outreach activities, press releases, project/UNDP/government briefing notes, translations, etc.;

(IV) liaising with UNDP country office, and GPMTSU (Global Project Management and Technical Support Unit) to facilitate financial reporting and compliance, and UNDP procurement compliance.

1.) Provide Project Management Support

• Provide support with all financial and administrative requirements of the project, especially those related to project funding and accounting,
• Assist in ensuring that project is executed in a timely and appropriate manner,
• Assist or support in facilitating, guiding the work of the national team; manage payment schedules,
• Assist in project related activities, including planning for meetings, local and national consultations, trips and other project related activities,
• Ensure all national and international travel is organized smoothly,
• Document and share records of meetings, decisions, actions, etc.
• Support with the Monitoring and Evaluation of the project at the national level, including workshop evaluations,
• Any other duties assigned by the Programme Analyst/ Project Coordinator, that have direct relevance to the project.

2.) Provide Financial Oversight Suppor

• Support the Management of the project budget and follow up on procurement and accounting procedures and activities, together with the UNDP Country Office and the GPMTSU,
• Ensure financial resources are disbursed on time to implementing partners,
• Maintain records of expenditures and collaborate in financial reporting.

3.) Ensures Effective Administrative and Logistical Support to Ensure successful project delivery

• Develop calculations for the development of the annual workplan/budget,
• Handle all required procurement processes, requisitions and purchase orders, ensuring compliance with UNDP rules and regulations,
• Maintain an inventory of assets/equipment and support with the handover of equipment upon project closure,
• Ensure the Quantum approval system is set up at the Country Office for the project,
• Handle all logistical matters to organise the inception workshop, consultation workshops and any meetings as required,
• Regularly update the procurement plan and contacts list,
• Handle of travel arrangements for national travel/missions and participants to national-level workshops,
• Handle all travel procedures for participants to global and regional workshops and other international meetings, ensuring all necessary visa, security clearances and plane tickets are obtained timely, and confirmations/ changes of travel arrangements are communicated to the GPMTSU immediately.

4.) Support knowledge building, knowledge sharing and capacity building relevant to the assigned project

• Provide support in the dissemination and sharing of relevant data and lessons learned within the CO and regionally. Keep pulse on emerging best practices nationally, regionally, and internationally that relate to the work of the assigned project,
• Make sound contributions to knowledge networks and communities of practice. Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners.

*The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Required Skills and Experience

Education:

• Secondary Education is required, or
• University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.

Experience:

• A minimum of 6 years (with high school diploma) or 3 years (with bachelor s degree) of progressively responsible administrative or project experience in project management, finance, administration, accounting, budgeting or related field is required.

Required skills:

• Experience in dealing with national experts and international institutions,
• Sound understanding of key software packages (MS Office).

Desired skills in addition to the competencies covered in the Competencies section:

• Experience in dealing with national experts and international institutions,
• Sound understanding of key software packages (MS Office),
• Experience with UNDP/UN policies, procedures and practices, particularly in relation to project development and implementation, is highly desirable,
• Specialized certification in administration, accounting, finance or related field would be an advantage,
• Experience in project logistics management is an asset,
• Experience in project procurement management is an asset.

Required Language(s):

• Fluency in English and Arabic is required.