UNDP in Cyprus works to support the ongoing peace and confidence building process between the communities of Cyprus. Since 2001, the UNDP programme in Cyprus has been delivering mainly EU funded interventions, to support Greek Cypriots and Turkish Cypriots, encouraging dialogue and cooperation, and supporting the development of environmental, economic and social infrastructure on the island.
Duties and Responsibilities:
Administrative support to the programme /projects` unit;
Support to management of the project(s).
Support to the implementation of projects as Project Assistant;
Facilitation of knowledge building and knowledge sharing.
Administrative support to the programme / projects’ unit;
Provides administrative support to the Project Managers in contract management;
Provides administrative support to the Project Managers in coordinates and organizes the meetings and missions; takes and follows up on the minutes;
Draft related background materials for discussions, correspondence and briefing sessions;
Assists in the preparation of routine official documents, project document and report;
Provides support to maintenance of contacts with the stakeholders and project files;
Assists in the preparation of Terms of Reference;
Perform any other tasks assigned by the supervisor.
Support to management of the projects:
Provides support to the Project Managers in follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to project manager;
Supports the coordination of the recruitment processes necessary for the implementation of the project/sector activities;
Supporting the review of deliverables and to check the overall consistency between all submitted documents;
Maintenance of the filing system ensuring safekeeping of confidential materials;
Collects and compiles, on a monthly basis, the following inputs related to project: list of the activities, expenditures and results achieved during the previous month as compared to the work plan, monthly expenditure reports and other related documents;
Maintenance of teams’ status reports, best practices, lessons learned and compiling of information required for programme / project management;
Provides support to the Project Managers in the update of projects in Atlas, preparation of required budget revisions, revision of project award, project status and risk register;
Creation of requisitions in Atlas and budget check for development projects, register of receipt in Atlas;
Use of automated office management system;
Perform any other tasks assigned by the supervisor
Support to the implementation of projects as Project Assistant:
Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
Provision of translation in accordance with business processes as required;
Administrative support to conferences, workshops, events;
Organization of regular and ad-hoc meetings and visits; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points;
Screening of incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible;
Adherence to appropriate protocol and correspondence guidelines by office team when communicating with authorities and other external partners;
Maintenance of the filing system ensuring safekeeping of confidential materials;
Maintenance of contacts with the stakeholders; and
Contributes to paperless office and archiving;
Perform any other tasks assigned by the supervisor.
Facilitation of knowledge building and knowledge sharing.
Participation in the trainings for the operations/ projects staff on programme:
Synthesis of lessons learnt and best practices in programme;
Contribution to knowledge networks and communities of practice.
Required Skills and Experience:
Min. Education requirements:
Secondary Education
Bachelor’s Level Degree in Finance, Business or Public Administration or any other development related field would be desired, but not a requirement.
Min. years of relevant Work experience:
Five years of graduate (secondary education) relevant administrative experience would be required
Alternatively, if in possession of Bachelor’s degree, two years of relevant administrative experience would be required at the national or international level.
Required skills:
Proven experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc), experience in office and collaboration software packages and knowledge of spreadsheet and database packages, experience in handling of web-based management systems is required (including Word, Excel, PowerPoint, OneDrive, Teams, Outlook and SharePoint).
Desired skills in addition to the competencies covered in the Competencies section
Knowledge on conservation/heritage related subjects is considered as an asset.
Experience of working with UN or any other international organization on conservation projects is an asset.
Knowledge of project implementation is an asset.
Knowledge of web-based management systems is an asset.
