Project Assistant (LICA 5)

The Project Assistant provides administrative, logistical, and programme support to ensure the efficient day-to-day functioning of the programme office and the effective implementation of project activities under the Trade Facilitation Programme for South Asia. The role supports the Regional Team Leader and wider project team in Kathmandu, Nepal, contributing to the achievement of project objectives related to trade facilitation and compliance with EU market-access requirements.

Responsibilities

• Assist in the coordination of project planning and preparation work for medium-size and complex components of project initiatives; monitor status of project proposals and receipt of relevant documentation for review and approval.
• Compile, summarize, and present basic information/data on specific project and related topics or issues.
• Review project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identify inconsistencies; distribute project documents to relevant parties upon approval.
• Review budget revisions; verify availability of funds; ensure necessary approval and entry in computerized budget system.
• Serve as focal point for administrative coordination of project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions such as travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services.
• Compile, summarize and enter data on project delivery; draft related status reports, identifying shortfalls in delivery, budget overruns, etc., and bring to the attention of management.
• Draft correspondence on budget-related issues and prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Provide general office assistance; respond to complex information requests and inquiries; review, log and route incoming correspondence; set up and maintain files/records; organize meetings, workshops; handle routine administrative tasks such as maintaining attendance records, assessing telephone billing, etc.
• Perform other duties as assigned.

Requirements

• High school diploma or equivalent. Specialized trainings in project administration, event organization or budget management are desirable.
• Minimum of 5 years of experience in development programme or project administration, technical cooperation or related area. The minimum years of relevant experience can be reduced to three (3) for candidates who possess a first-level university degree or higher.
• Experience working in Nepal or South Asia.
• Experience working with UN, EU and/or other development agencies is desirable.
• Proficiency in Microsoft office, database packages and spreadsheets.
• Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting.
• Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units.
• Ability to work well with figures, undertake basic research and gather information from standard sources.
• Demonstrated ability to apply good judgment in the context of assignments given.
• Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
• Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
• Fluency in English is required.
• Knowledge of language(s) spoken in participating South Asian countries is desirable.

Skills

• Project Administration
• Event Organization
• Budget Management
• Development Programme Management
• Technical Cooperation
• Microsoft Office Suite
• Database Management
• Spreadsheet analysis
• Programme Implementation
• Project Evaluation
• Programming and Budgeting
• Basic Research
• Data gathering
• Gender Mainstreaming
• Client Relationship Management
• Logistical Support
• Trade Facilitation
• EU Market-Access Compliance

Languages

English