Project Associate

The Project Associate will provide back-office and administrative support to the BRIDGE project in The Gambia, assisting with financial, administrative, logistical, and monitoring and evaluation activities to ensure timely and effective project implementation. The role supports institutional capacity strengthening for governance and equality, including gender-responsive justice systems and inclusive participation.

Responsibilities

• 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 organised 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.
• Support the management of the project budget and oversee procurement and accounting procedures and activities with the UNDP Country Office.
• Ensure financial resources are disbursed on time to implementing partners.
• Maintain records of expenditures and collaborate in financial reporting.
• Financial and administrative tracking of activities and expenses.
• Liaise with UNDP country office to facilitate financial reporting and compliance, and UNDP procurement compliance.
• Develop calculations for 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 workshops, meetings and consultations.
• Regularly update the procurement plan and contacts list.
• Handle all 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 on time.
• Support with communication, facilitation and organization of outreach activities, press releases, project/UNDP/government briefing notes, translations, etc.
• Support knowledge building/sharing of the project.
• Perform other duties within functional profile as necessary.

Requirements

• High School certificate with 6 years of experience or University Degree in Business Administration, Public Administration or equivalent with 3 years of progressively responsible administrative or project experience.
• 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 training in administration, accounting, finance or related fields would be an advantage.
• Knowledge of monitoring and evaluation tools for reliability of financial reports is highly desirable.
• Experience in preparation of project activity reports and knowledge of project management processes is an advantage.
• Experience in preparing regular project financial reports for internal and external distribution; preparing all project meeting minutes and drafting of project training evaluation reports is desirable.
• Knowledge of procurement procedures of national/international organizations.
• Experience in dealing with national experts and international institutions.
• Fluency in English is required.
• Knowledge of one of the local languages (Mandinka, Fula, Wolof) is desired.

Skills

• Project Administration
• Financial Reporting
• Microsoft Office Suite
• Monitoring and Evaluation
• Procurement Procedures
• Project Management Processes
• Report Preparation
• Meeting Minutes Preparation
• Training Evaluation Reporting
• UNDP Administrative Policies
• Administrative Support
• Logistics Coordination
• Accounting
• Finance
• Dealing with National Experts
• Dealing with International Institutions

Languages

English, Mandinka, Fula, Wolof