Project Assistant- Unido-Kingston, Jamaica

United Nations Industrial Development Organization (UNIDO), Vienna, Austria  Requisition ID: 5706   Only nationals or permanent residents of the country of the duty station are considered eligible.          Qualification:

• Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative/secretarial/clerical training or equivalent, is desirable.

Technical and Functional Experience:

• Minimum of six (6) years of work experience in the related fields of the post, is required.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.
• Experience in project administration, accounting and finance, providing support to managerial/professional staff and using administrative skills to assist in the execution of project development and implementation of work, is desirable.
• Experience and proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
• Experience with SAP or similar ERP software is desirable.

Functional Responsibilities:

• Perform general administrative tasks such as arrangements for meetings, events, study tours, trainings and workshops.
• Provide logistical support to international consultants, national consultants, and visiting UNIDO staff members and in organizing meetings, study tours and workshops at the field level and travel requests and expense reports when required.
• Monitor disbursements, commitments and budget allocations and availability for the projects. Consult to clarify the application of new financial and procurement rules and procedures, TC guidelines and other instructions
• Collect and compile all data and documents for bi-annual reports, annual reports, service providers’ reports and other reports as required.  Keep track of project budget expenditures; follow-up on status of contracts for the local project team, provide information on the project, draw the supervisor’s attention to problems encountered.  
• Maintain project equipment inventories (both paper and electronic asset management) and ensure appropriate use.
• Prepare/compile relevant documents and when applicable using SAP, initiate and follow up on actions related to trainings and study tours, purchase of equipment/goods and services, travel requests/claims, recruitment, visa applications, and deal with all related inquiries in coordination with the project team at HQ.
• Process all payments through relevant accounts and liaise with project team in the country and UNIDO HQ to clear all payments in a timely manner. Prepare/compile relevant documents and when applicable using SAP, initiate and follow up on actions related to trainings and study tours, purchase of equipment / goods and services, travel requests/claims, recruitment, visa applications, and deal with all related inquiries in coordination with the project team at HQ.
• Assist with on boarding of new project personnel and Assist in drafting regular and/or ad-hoc reports on project activities.
• Carry out ad-hoc assignments and research activities, as required and Maintain all project related files (both paper and electronic) and databases related to work.