Project Admin Assistant

Timor-Leste is a small half-island nation, one of many prime ten counties most weak to local weather change. Approximately 70% of Timor-Leste’s rural inhabitants (840,000 individuals) is extremely weak to local weather adjustments, significantly rising rainfall variability and excessive climate occasions. Lives and livelihoods are extremely uncovered within the nation’s distant inside and coastal areas. Impacts of intensified excessive occasions embrace harm and degradation of decentralized small-scale crucial infrastructure, significantly water provide and drainage buildings, embankments, and feeder roads and bridges. Damages depart rural populations remoted, missing primary companies. According to local weather change situations and threat fashions, occurrences of local weather extremes and associated damages will a minimum of double in the direction of mid-century. 

The challenge goal is to safeguard weak communities and their bodily property from local weather change-induced disasters. It goals to handle present institutional, monetary, and legislative obstacles, rising the local weather resilience of weak small-scale rural infrastructure. Six municipalities, primarily Baucau, Ermera, Aileu, Viqueque Lautem, and Liquica, have been chosen for the challenge interventions. The challenge has the 2 interrelated outputs under that goal to attain the influence potential and create an enabling atmosphere/situation for scaling up/replicating the influence past the fast goal areas. 

• Output 1: Climate threat info is developed, monitored, and built-in into insurance policies, rules, and establishments to tell climate-resilient small-scale rural infrastructure planning and administration
• Output 2: Climate threat discount and climate-proofing measures for small-scale rural infrastructure are carried out to construct the resilience of weak communities in six precedence municipalities.

UNDP helps Timor-Leste honor its Paris Agreement commitments by supporting increasing the “green economy” to faucet into new alternatives for jobs and companies. It companions with different United Nations businesses to offer technical experience to translate methods into motion, set up a monitoring framework for local weather change adaptation and mitigation, and develop plans for transition to sustainable land administration, climate-proof agriculture, biodiversity, reforestation, catastrophe threat discount, and waste administration. By catalysing SDG and Paris-aligned investments (private and non-private), UNDP delivers client-focused options that reply to fast, mid and long-term restoration and socio-economic growth priorities, and by leveraging on-the-ground presence and networks, we unlock bottom-up options in the direction of lasting impacts on the nation degree, benefitting most deprived and leaving nobody behind.

Summary of Key Functions:

• administration Provision of administrative and logistical assist to challenge administration
• Administer the inner info administration system of the PMU

A. Provision of administrative and logistical assist to the challenge workforce specializing in the achievement of the next:

• Administrative and logistical assist to and assist in organizing conferences, workshops, conferences, trainings, and occasions organized by the challenge
• Office and administrative assist (together with photocopying, scanning, and many others.), receipt, and distribution of correspondence invites, memos, letters, and types to related recipients.
• Support the challenge by offering common assist and introductions to individuals visiting the workplace for conferences and transactions with the challenge administration workforce/workplace.
• Support the implementation of procedures and follow-ups relating to recruitment, orientation, and efficiency analysis of PMU employees and short-term consultants.
• Coordinating appointments and conferences, managing calendars and schedules, and repeatedly updating occasion calendars 
• Assist in images and different primary communication wants in challenge exercise implementation
• Manage the general functioning of the workplace and services for easy operations, together with repeatedly checking and making certain that tools and services are in good working order and maintained, informing and updating challenge administration as applicable
• Regularly replace the challenge stock and asset register, making certain compliance with UNDP’s procedures on asset administration
• Regularly acquire info and updates from drivers and workforce members relating to the standing of challenge automobiles and different movable challenge property and be sure that upkeep and servicing schedules and documentation are updated. 
• Ensure the Drivers keep the Logbook repeatedly to trace automobile motion, gasoline consumption, and upkeep. 
• Collecting info for DSA, journey businesses, and different administrative surveys; supporting the group of frequent companies.
• Prepare safety clearance, journey authorization, journey request, journey declare within the system (UN all & Quantum) 
• Making journey preparations, resembling reserving flights, transportation, assembly and workshop venues, and making lodge and restaurant reservations.
• Prepared journey authorizations and processed requests for visas, id playing cards, and different paperwork.
• Custodian for administration of workplace stationery provides, together with upkeep of inventory checklist of stationery, distribution of stationery as required by employees, and retaining a log of distribution.
• Be the point of interest to obtain, register, and ship incoming and outgoing letters to/from the PMU
• Support the institution and upkeep of the inner challenge info administration system of the PMU
• Maintenance of submitting programs and data related to workplace administration and document retaining, whether or not digital or paper. 
• Perform different duties that fall inside the competency and accountability of the place.

B. Support information constructing and information sharing within the CO, specializing in the achievement of the next outcomes:

• Participate within the administration coaching for the operations/initiatives employees.
• Sound contributions to information networks and communities of follow.

The incumbent performs different duties inside their practical profile as deemed vital for the environment friendly functioning of the Office and the Organization.

Institutional Arrangement:

Under the direct supervision of the Project Manager, the Project Admin Assistant is chargeable for organizing and overseeing the implementation of administrative and logistical companies to the Project Management Unit (PMU) and CTA. The Project Admin Assistant is anticipated to completely adhere to and hold abreast with normal UNDP tips and insurance policies regarding administration obligations as stipulated within the Programme and Operations Policies and Procedures (POPP) and another directions to be offered by the supervisor.