Project Assistant

In this role, the Project Assistant will be responsible for supporting project implementation, assuring high-quality outcomes, and enhancing efficiency and effectiveness. This includes providing support for project implementation, guaranteeing quality, efficiency, and effectiveness, and supporting planning, monitoring, and evaluation activities of the projects, in articulation with the Project Manager. 

Summary of Key Functions: 

1. Provides administrative and operational support on project implementation, including assistance in 
   project’s financial resources management, Human Resources Management, efficient procurement, and 
   logistical services, including the elaboration of Terms of Reference, participating in consultant’s selection 
   panels; travel arrangement, logistical support for workshops and other meetings as tasked by the project manager, maintain up-to-date files and records of project documentation; 
2. Supports planning, monitoring, and evaluation activities, in articulation with the Project Manager, including follow-up, daily, with project partners and donors, to guarantee the smooth implementation of the project´s administrative and operational activities; 
3. Undertakes project´s related Quantum transactions, including the elaboration of project revisions, in line 
   with the project assistant profile;
4. Supports the timely preparation and submission of progress reports, donor reports, project reviews, 
   financial reports, audit reports, and any other required project reports, organization of project 
   reviews/tripartite meetings, also supporting the follow-up on project auditing issues.
5. Participation in selection processes for Letters of Agreement signature, as well as undertakes activities 
   related to LoAs monitoring;
6. Assists in HR processes related to recruitment and selection, including extensions and project extensions.
7. Performs any other tasks assigned by the supervisor

Institutional Arrangement

The Project Assistant will work under the overall guidance and supervision of the Project Manager and the 
Coordinator of the Governance and Justice for Development Unit.

Competencies

• Achieve Results – LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
• Think Innovatively – LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
• Learn Continuously – LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback. 
• Adapt with Agility – LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
• Act with Determination – LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
• Engage and Partner – LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships. 
• Enable Diversity and Inclusion – LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical competencies

Business management:

• Results-based  Management: Ability to manage programmes and projects with a focus at improved performance and demonstrable results.

Business management:

• Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.

Business management: 

• Partnerships Management: Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies.

Administration & Operations: 

• Documents and records management: Overall document (hard or electronic) management; registry and 
  retention policy including storing and archiving.

Finance:

• Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Finance:  

• Financial Reporting and Analysis: Understands changes in regulatory, legaland ethical frameworks 
  and standards for financial reporting in the public sector. – Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate 
  effective decision making and performance monitoring.-Understands the benefits of integrated reporting, including nonfinancial resources such as human, social and intellectual capital, and environmental and governance performance.

Procurement:

• Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Required skills and experience

Min. Education requirements:
 

• High school degree is necessary;
• University degree, preferably in Administration, Social Sciences, Political Science, International Relations, Law, Communications, or related areas of humanities will be considered but is not a requirement. 

Min. years of relevant work experience:

• In case of a high school degree, a minimum of 4 years, and in case of a University degree, a minimum of 1 year of relevant, practical working experience in development-related projects, preferably with hands-on experience in project implementation.

Required skills:

• Excellent oral and written communication skills.
• Information technology skills.
• Knowledge of the office package. 
• Work experience in the public sector, especially within government entities.
• Experience in the United Nations system.
• Professional and/or academic experience in management and governance.
• Experience in monitoring activities regarding contracts, projects, and/or agreements.
• Experience with organization methods, information registration, reports production, and other project management documents.
   

Required Language(s): 

• Fluência em português.
• Inglês e Espanhol (Working Knowledge) será considerado um diferencial.
   

Professional Certificates:

• N/A