Overall responsibilities:
Under the supervision of the Chief Technical Advisor (CTA),
the Senior Assistant will manage the day-to-day operations of the Project
Management Office, particularly with respect to finances, procurement
(including importation, permits, etc.) and personnel matters (in close
cooperation with the counterpart of UNOPS and the UNDP Country Office in
Beijing). The post holder will be the principal line of liaison between the
Secretariat and the UNOPS in all financial and administrative matters in
particular in relation to closure of the project.
The post holder will also be responsible for the
management of the project’s management information systems (MIS) including
computer data base management, maintenance of computer-based statistics
regarding the management of the project (particularly contracting), project activities
and use of the outputs, as well as liaison with UNOPS Headquarter ICT team to
ensure UNOPS ICT standards and policies are followed.
Duties:
Administrative
Functions: (20%)
The incumbent will provide routine administrative
support on the proper day-to-day functioning of the Secretariat by supervising
the provision of all necessary supplies and services including maintenance
contracts, office supplies, communications and project files electronically and
in hard copies for audit and terminal evaluation. He/she shall be responsible
for the proper running and upkeep of the Project Management Office (PMO)
hardware including the computers, copiers, etc.
Finances: (30%)
Under delegated authority, the Senior Assistant will
administer the petty cash on behalf of the Chief Technical Adviser (CTA) and
prepare relevant documents including monthly cash statements, requests for
replenishment and budget reviews and revisions.
The incumbent will provide routine support to CTA in preparing and maintaining the local
records of project accounts. He/she shall prepare bank reconciliations and
records of total project expenditure (including, where possible, full records
of counterpart contributions to the project).
The incumbent will provide routine support in monitoring
Project expenditures with reference to the approved budget. He/she will provide
routine support to the CTA in preparing
budget proposals and also attend to all financial and budgetary aspects
of the implementation of the Project including the following specific duties:
to monitor expenditures - this will entail monitoring the relevant
contract information (i.e. liaising
with the agencies and the Secretariat), monitoring special Components of the
YSLME and, Provide support in reviewing
the executing agency finance records of expenditures against MODs and budget
lines; to assist in preparing draft budget revisions and working budgets in
consultation with the Portfolio Manager at UNOPS and the CTA; to assist the project staff to prepare budgets
for meetings and activities and to review incoming authorizations to ensure
adequate recording against budget lines (and take appropriate action to correct
and/or revise requests and alert UNOPS); and to assist CTA to prepare special budget and financial statements and
to regularly brief the CTA on the financial
status of the project.
Procurement: (30%)
The incumbent will provide basic routine support
regarding all duties relevant to local procurement. He/she will maintain records of suppliers,
obtain competitive bids for the consideration of the CTA and complete the
relevant documentation including that pertinent to the tax status of the PMO. He/she will maintain precise records of all
goods purchased on behalf of the Project.The incumbent will also be responsible for maintaining proper equipment
inventories as well as for ensuring the proper labelling and recording of
equipment delivered to the field. Records will also be maintained of all
materials purchased by the other donors and used within the regional network.
Personnel Matters: (10%)
The incumbent shall assist all the Secretariat staff
with personnel matters relevant to the performance of official duties. This work will include the obtaining of visas
(a service to be limited to duty travel).
Such assistance will be provided in consultation with the CTA and in
close liaison with the UNOPS and the relevant sections of UNDP. Senior Assistance will include, supply of forms for
personnel services (including medical reimbursements) and advice on their
completion.
Management Information System: (10%)
The incumbent will work closely with the Chief Technical
Adviser (CTA) and project technical officers on the
development and maintenance of a statistical data base on project management. This work will include inter alia,
records of all contracts, participation in YSLME events, records of all MODs
opened, information regarding the project expenditures within each budget
category and for each project thematic area.