Project Clerk

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UNDP - United Nations Development Programme


Background

UNDP has been long supporting the Government of Timor-Leste in fostering youth-led MSMEs. The initiative was sharpened in 2021 under the Supporting Employment and Entrepreneurship for Women and Youth (SEEWAY) Project and later was scaled up and sustained under the Youth Employment and Entrepreneurship Skills (YEES) Project from 2022-2027. To this date, UNDP has been supporting over 300 youth-led enterprises across the country in different sectors and value chains aligning with the government’s priority, such as in agriculture, tourism, and small industry. The youth entrepreneurs were supported through a series of business training and financial access, such as soft loans and grants through the Business Innovation Challenge.

The YEES project is focusing on producing two medium-term sub-outcomes: 1) youth become employed and 2) youth become entrepreneurs, which will contribute to UNSDCF/CPD outcome 2: By 2025, institutions and people throughout Timor-Leste in all their diversity, especially women and youth, benefit from sustainable economic opportunities and decent work to reduce poverty, with three interrelated outputs: 

Output 1: Youth obtain skills, competencies, and knowledge to be employed.

Output 2: Service providers are available to deliver holistic support to enhance employability.

Output 3: Youth, including migrants/returnees, obtain skills, knowledge, and services to start or expand their business.

In order to implement the project activities according to a timeline, it is necessary to provide operational support. Against this backdrop, the YEES Project will hire a Project Clerk to provide procurement, financial, and administrative support and undertake any work related to administration as requested by e team of the programme.

Duties and Responsibilities

Provide routine support on the administrative and financial management of the project including the overall budget expenditures according to the Project Document.
  1. Provide administration support in the development of the annual and quarterly work planning and budgeting
  2. Support to activities to ensure full compliance of the project with UNDP and KOICA rules and regulations on financial processes, financial records, reports, and audits as well as the internal control frameworks. 
  3. Process logistical arrangements of working and traveling for project personnel, experts, Government, and UNDP officers
  4. Provide necessary logistical arrangements in organizing various types of meetings including Project Board meetings, Development Partners meetings, etc
  5. Compile background material, working papers, and statistical data for meetings and briefing sessions.
  6. Ensuring proper control of the supporting documents for processing payments and other administration requirement. 
  7. Extracting, inputting, copying and filing data for project activities. 
  8. Undertake any other support related to administration, procurement, and financial works as requested by the team of the project. 
  9. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Institutional Arrangement

The Project Clerk will work under the direct supervision of the Project Manager in collaboration with the Project Operations Officer and/or Admin/Finance Officer and work closely with all project members of the YEES project. The cost of travel to different locations shall be paid by the UNDP YEES Project and the project will support the provision of transportation services.
 
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 

Thematic Area Name Definition
Business Management Operations Management

1. Ability to effectively plan, organize, and oversee the organization’s business processes in order to convert its assets into the best results in the most efficient manner. 

2. Knowledge of relevant concepts and mechanisms

Business Management Resource Management 1. Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity
Business Management Customer Satisfaction/Client Management

1. Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs. 

2. Provide inputs to the development of customer service strategy. 

3. Look for ways to add value beyond clients’ immediate requests. 

4. Ability to anticipate clients’ upcoming needs and concerns.

Business Management Working with Evidence and Data 1. Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.
Business Management Digital Awareness and Literacy 1.  Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed
Administration & Operations Documents and records management Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Administration & Operations Events management (including retreats, trainings and meetings) Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. 

 

 

       

Required Skills and Experience
 
Education:
  • Secondary education is required.
  • University degree (Bachelor’s degree) in Public Administration, Management, Economics, Political or Social Science will be given due consideration but is not a requirement.
Experience:
  • Minimum four years (with Secondary Education) or 1 year (with Bachelor´s degree) of work experience in the areas of administration and other related field.

Required skills:

  • Good analysis, management, and coordination skills;
  • Good knowledge of computer-based and advanced proficiency in the use of standard office software applications (e.g. Microsoft Word, Excel, and PowerPoint).
  • Knowledge and working experience in similar positions for UN agencies or UNDP projects with good references would be an asset.

Desired skills:

  • Strong knowledge on administration system and process.
  • Experience in providing logistical support to meeting, development partner meeting working travel to project personnel and government officials. 
  • Experience in project operational system and process.
  • Experience in processing payment and filing system.

Required Language(s):

  • Fluency in Tetum and English is required.
Disclaimer
 
 
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 
 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
 
Applicant information about UNDP rosters
 
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
 
Non-discrimination
 
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  
 
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 
 
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