e. Ensures compliance of the project operations with UNDP and Palestinian Authority (PA) rules focusing on achievement of the following results:
a. Joint compliance of project operations with UNDP/PAPP and PA rules, regulations and policies, establishment of targets and monitoring of achievement of results, including in Atlas project management module;
b. Establishment of collaborate arrangements with potential partners, drafting cost-sharing agreements, partnership and implementation agreements for signature to support resource mobilization efforts for the project implementation. Tracking of all signed cost-sharing agreements, schedule of payment, actual contributions/receipts and follow up to GMS.
c. Constant monitoring and analysis of the operating environment, timely readjustment of the operations.
d. Participation in preparation of project document revisions and donor proposals upon request
e. Administrative and security related matters facilitation. Ensure proper security arrangements, compliance with UNDP security guidance, perform the functions of the project designated security person for the project staff and property.
f. Maintain project files in accordance with UNDP and PA established rules and guidelines.
g. Implementation of the effective internal control framework.
Ensures effective and accurate financial resources management and donor reporting focusing on achievement of the following results:
a. Proper planning, including AWPs preparation, and if needed revision to match project document. Prepare detailed operational work plan to reflect all the activities and planned costs under the project. Annual work plan is to be prepared by the incumbent in consultation and agreement with the project technical team.
b. Expenditure tracking of project financial resources, verification of detailed expenditures reports, cash balance reports, CDRs, etc.
c. Initiates transaction, facilitates payments, follow up on transactions approvals and bank transfers, if asked support accounts reconciliation; follows up on issued cheques.
d. Petty cash custodian functions and security for cash assets on site.
e. Close cooperation with UNDP/PAPP operations team with regard to financial transactions of the project;
f. Coordination of project VAT refund issues;
g. Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisor on the results of the reviews
h. Preparation and submission of regular financial and administrative reports to donors, UNDP/PAPP, & govern.
i. Preparation and modifications of all types of AP and Non-PO Vouchers for the projects;
j. Notifications to vendor contractors/Special Service Agreements and all beneficiaries of payments about the electronic fund transfers and follow up for processing of invoices;
k. Preparation of General Ledger Journal Vouchers for transfer of expenditure within the projects;
Provides accounting support to the project team focusing on achievement of the following results:
a. Proper control of the supporting documents for payments and financial reports for the projects; preparation of all types of vouchers; Pay Cycle and payments execution;
b. Creation of vendors in Atlas;
c. Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared and processed; travel claims, and other entitlements are duly processed;
d. Timely accounts closure;
e. Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
f. Timely response to UNDP/PAPP operations units requests to resolve financial data issues;
g. Maintenance of the Accounts Receivables for the project and follow-up with partners on contributions, deposits creation in Atlas and their application to AR pending items.
Ensures efficient administrative support for events and space and facilities management, archiving and documents management, focusing on achievement of the following results:
a. Provides support for organization of Workshops/Retreats and other events;
b. Provides support for maintenance of common services/office space management to ensure integrated activities on common services;
c. Provides support for archiving and documentation of records.
Ensures backstopping support for absence processing and travel-related functions, focusing on achievement of the following results:
a. Provides backstopping support as Absence Processor;
b. Provides backstopping support for processing travel-related transactions in ATLAS
Ensures facilitation of knowledge building and knowledge sharing in the project focusing on achievement of the following results:
a. Organization of trainings for the project staff;
b. Briefing/debriefing of staff members on issues relating to areas of work
c. Sound contributions to knowledge networks and communities of practice
Ensures effective human resources management focusing on achievement of the following results:
a. Project compliance with corporate human resources policies and strategies.
b. Facilitation of the recruitment processes of the project personnel in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contracts management.
c. Establishment and maintenance of the proper personnel performance and attendance management in the project;
d. Preparation of required documents to initiate recruitments, processing of the competitive selection processes and administration of Service Contracts as per UNDP rules;
Ensures provision of efficient procurement and logistical services as well as accurate implementation arrangements management services focusing on achievement of the following results:
a. Compliance with corporate rules and regulations in the field and elaboration of the UNDP procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
b. Identification of possible use of long-term agreements, initiation of a competitive process and LTAs management;
c. Creation of e-requisitions and submission them for approval;
d. Performance of a wide range of functions in Atlas as “buyer”;
e. Preparing documents necessary for competitive process and further contracting of individuals under SSAs. SSA contracts management and timely payments as per the SSA provisions;
f. Elaboration of the project annual procurement action plans,
g. Facilitation of all procurement and sub-contracting processes, including drafting of tender documents, TORs, contracts, CAP submissions in accordance with UNDP rules and regulations;
h. Proper management of project assets, including in Atlas, facilities and logistical services;
i. Facilitate concluding of implementation agreements and reports received from implementing partners verification.
Ensures forward-looking information and communication management focusing on achievement of the following results:
a. Use of Atlas functionality for improved business results and improved client services.
Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability.
b. Maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries for the project;
c. Identification and promotion of different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based project management system, etc.
Other functions and duties as assigned by the supervisor.
