Project Admin Assistant

Timor-Leste is a small half-island country, one of the top ten counties most vulnerable to climate change. Approximately 70% of Timor-Leste’s rural population (840,000 people) is highly vulnerable to climate changes, particularly increasing rainfall variability and extreme weather events. Lives and livelihoods are highly exposed in the country’s remote interior and coastal regions. Impacts of intensified extreme events include damage and degradation of decentralized small-scale critical infrastructure, particularly water supply and drainage structures, embankments, and feeder roads and bridges. Damages leave rural populations isolated, lacking basic services. According to climate change scenarios and risk models, occurrences of climate extremes and related damages will at least double towards mid-century. 

The project objective is to safeguard vulnerable communities and their physical assets from climate change-induced disasters. It aims to address existing institutional, financial, and legislative barriers, increasing the climate resilience of vulnerable small-scale rural infrastructure. Six municipalities, mainly Baucau, Ermera, Aileu, Viqueque Lautem, and Liquica, were selected for the project interventions. The project has the two interrelated outputs below that aim to achieve the impact potential and create an enabling environment/condition for scaling up/replicating the impact beyond the immediate target areas. 

• Output 1: Climate risk information is developed, monitored, and integrated into policies, regulations, and institutions to inform climate-resilient small-scale rural infrastructure planning and management
• Output 2: Climate risk reduction and climate-proofing measures for small-scale rural infrastructure are implemented to build the resilience of vulnerable communities in six priority municipalities.

UNDP helps Timor-Leste honor its Paris Agreement commitments by supporting expanding the “green economy” to tap into new opportunities for jobs and businesses. It partners with other United Nations agencies to provide technical expertise to translate strategies into action, establish a monitoring framework for climate change adaptation and mitigation, and develop plans for transition to sustainable land management, climate-proof agriculture, biodiversity, reforestation, disaster risk reduction, and waste management. By catalysing SDG and Paris-aligned investments (public and private), UNDP delivers client-focused solutions that respond to immediate, mid and long-term recovery and socio-economic development priorities, and by leveraging on-the-ground presence and networks, we unlock bottom-up solutions towards lasting impacts at the country level, benefitting most disadvantaged and leaving no one behind.

Summary of Key Functions:

• administration Provision of administrative and logistical support to project management
• Administer the internal information management system of the PMU

A. Provision of administrative and logistical support to the project team focusing on the achievement of the following:

• Administrative and logistical support to and support in organizing conferences, workshops, meetings, trainings, and events organized by the project
• Office and administrative support (including photocopying, scanning, etc.), receipt, and distribution of correspondence invitations, memos, letters, and forms to relevant recipients.
• Support the project by providing general support and introductions to persons visiting the office for meetings and transactions with the project management team/office.
• Support the implementation of procedures and follow-ups regarding recruitment, orientation, and performance evaluation of PMU staff and short-term consultants.
• Coordinating appointments and meetings, managing calendars and schedules, and regularly updating event calendars 
• Assist in photography and other basic communication needs in project activity implementation
• Manage the overall functioning of the office and facilities for smooth operations, including regularly checking and ensuring that equipment and facilities are in good working order and maintained, informing and updating project management as appropriate
• Regularly update the project inventory and asset register, ensuring compliance with UNDP’s procedures on asset management
• Regularly collect information and updates from drivers and team members regarding the status of project vehicles and other movable project assets and ensure that maintenance and servicing schedules and documentation are up to date. 
• Ensure the Drivers maintain the Logbook regularly to track vehicle movement, fuel consumption, and maintenance. 
• Collecting information for DSA, travel agencies, and other administrative surveys; supporting the organization of common services.
• Prepare security clearance, travel authorization, travel request, travel claim in the system (UN all & Quantum) 
• Making travel arrangements, such as booking flights, transportation, meeting and workshop venues, and making hotel and restaurant reservations.
• Prepared travel authorizations and processed requests for visas, identity cards, and other documents.
• Custodian for management of office stationery supplies, including maintenance of stock list of stationery, distribution of stationery as required by staff, and keeping a log of distribution.
• Be the focal point to receive, register, and send incoming and outgoing letters to/from the PMU
• Support the establishment and maintenance of the internal project information management system of the PMU
• Maintenance of filing systems and records relevant to office administration and record keeping, whether electronic or paper. 
• Perform other duties that fall within the competency and responsibility of the position.

B. Support knowledge building and knowledge sharing in the CO, focusing on the achievement of the following results:

• Participate in the administration training for the operations/projects staff.
• Sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement:

Under the direct supervision of the Project Manager, the Project Admin Assistant is responsible for organizing and overseeing the implementation of administrative and logistical services to the Project Management Unit (PMU) and CTA. The Project Admin Assistant is expected to fully adhere to and keep abreast with standard UNDP guidelines and policies concerning administration responsibilities as stipulated in the Programme and Operations Policies and Procedures (POPP) and any other instructions to be provided by the supervisor.