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Project Officer NPSA 8

UNDP Libya seeks to recruit  a project officer who is expected to provide project support to ensure efficient and effective support to the goals and objectives of the Local Governance Project .

The Project Officer, will work under the overall guidance of the Project Manager of the Local Governance Project

The Project Officer will help promote a client, quality and results-oriented approach in her/his work. S/he will work in close collaboration with the Local Governance Project Manager and other project staff, UNDP CO Operations, UNSMIL and other staff of UN agencies, sharing information and ensuring consistent service delivery with an eye to complying with UNDP rules and keeping with donor requirements.

The successful candidate will have the following specific responsibilities:

Ensure timely implementation of the programming activities, focusing on the achievements of the following results:

• Liaise with the national counterpart on issues related to the project activities;
• Support the implementation of the project activities by undertaking missions to project implementation facilities to report progress, identify operational problems and solve by taking appropriate actions
• Prepares inputs to formulation of AWPs and inputs to detailed implementation plans;
• Support the coordination of project board, project review and/or evaluation meetings including all stakeholders;
• Provide constant and timely monitoring and analysis of the operating environment, suggesting quick readjustments of the programming activities;
• Elaboration of monthly work plans and budget as well as monthly narrative and financial report;
• Initiates procurement actions for Individual contractors, goods, works and services and recruitment of NPSA actions according to HR and procurement plans. Prepares requests for recruitment and contracting in UNDP format and according to CO SOP;
• Compiles supporting documents for procurement and recruitments processes and ensures that supporting document are complete and in line with the SOP;
• Creates e-requisitions in Quantum to initiate procurement processes, ensures the accuracy of the COA of the e-req, and follows up with Project Manager for approval. Revises e-requisitions as necessary;
• Promptly follows up with CO units on pending actions (procurement, recruitment, travel, transportation etc);
• Creates e-requisitions for travel and prepares TAs, submits and follows up with UNDP CO Travel Unit (according to SOP);
• Prepare payment requests and submit to CO (according to SOP). Ensures accuracy of COA of all payment requests;

Ensure Project administered timely and efficiently according to UNDP procedures

• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs;
• Arrangements of travel and hotel reservations, preparation of travel authorizations;
• Administrative support to conferences, workshops, retreats;
• 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;
• Maintenance of the filing system ensuring safekeeping of confidential materials;
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Project Manager;
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
• Reviews, implement and monitor assets management procedures in the relevant project;
• Prepares receipts in Quantim;

Ensures efficient financial resources management of project finances, focusing on the achievement of the following results:

• Prepare budgets and budget revisions as required and manage the project budgets on regular and timely basis.
• Update and initiate processing of project financial entries in Quantum; ensure transmission of project financial data for inclusion in Quantum.
• Implementation of control records such as commitments and expenditures.
• Review of financial reports from partners and sub-contractors.
• Preparation and or review and certification of non-PO and PO vouchers in Quantum.
• Creation of requisition in Quantum for project inputs, making budget checks on Quantum for requisitions and vouchers.
• Timely corrected actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Maintenance of internal expenditures control system which ensures that vouchers processed are matched and completed transactions are correctly recorded and posted in Quantum.
• Reconcile the records of payments with activities and recommends new disbursements.
• Provision of researched information, reports for audit exercises.
• Proper control of supporting documents for LGP project payments.
• Monthly Budget Vs Expenditure analysis and expenditures tracking in accordance with UNDP rules and regulations
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed transactions are correctly recorded and posted in Quantum; travel claims and other entitlements are duly processed.
• Full compliance with UN/UNDP rules, and policies of financial activities recording/reporting systems; follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

• Organization of trainings for the government counter parts and project staff.
• Synthesis of the lessons learnt and best practices in the project regarding financial management.
• Sound contributions to knowledge networks and communities of practice.
• Harmonize reporting and accounting practices of implementing partners including budgeting and financial key performance indicators;

Under the overall guidance of the Chief Technical Advisor and direct supervision of Project Manager of the LGP Project, the Project Officer will be expected to provide support to project implementation performing a variety of standard project activities while ensuring high quality and accuracy of work.