Project Administrative Assistant

**Background**
The Environmentally sound destruction of PCB in Brazil is a Project of United Nations Development Programme and Ministry of Environment funded by the Global Environment Facility (GEF), to aim to minimize risks of the Polychlorinated Biphenyl (PCBs) substances exposure to human beings and environment in Brazil, in compliance with the Stockholm Convention, in an environmentally sustainable market approach, which will deliver multiple benefits at municipal, state, federal and global levels through institutional strengthening and environmentally sound management and disposal of PCBs.
The project has three substantive components:
- Component 1: Institutional strengthening of government and other stakeholders, relative to POPs emissions reduction and management and elimination;
- Component 2: Environmentally sound management and disposal of PCBs;
- Component 3: Lessons learned identified, monitored and assessed.
They are aligned with four principal outcomes and ten outputs, embracing the _institutional _, _regulatory _, _technological _and _information-outreach _dimensions needed to reach the proposed structural change. They will strengthen the national capacity in Brazil to the environmental sound management of PCBs within the national and international framework guidelines on chemical substances and hazardous waste management.
By the project is expected that, from an investment standpoint, innovation embraces a multilevel governance approach to reduce the releases of PCBs in Brazil. This FSP project should also enable the conditions to integrate national policies for the full compliance of the Stockholm Convention, regarding PCBs phase out. The combination of these initiatives - endorsed politically at the highest level - will result in a set of actions that are likely to create positive local impacts and large environmental benefits over the long run and having a full transformative impact on the PCBs markets in the country, as well as for the Latin American and the Caribbean region.
It is with this background that a qualified, experienced and self-motivated Project Administrative Assistant (Office Manager) is being sought for recruitment.
**Duties and Responsibilities**
The Project Administrative Assistant will work under the guidance and supervision of the Project Manager and will have the following specific responsibilities:
- Keep records of project funds and expenditures, and ensure all project-related financial documentation are well maintained and readily available when required by the Project Manager;
- Review project expenditures and ensure that project funds are used in compliance with the Project Document and financial rules and procedures;
- Validate and certify Funding Authorization and Certificate of Expenditures ( FACE) forms before submission to UNDP;
- Provide necessary financial information as and when required for project management decisions;
- Provide necessary financial information during project audit(s);
- Review annual budgets and project expenditure reports, and notify the Project Manager if there are any discrepancies or issues;
- Consolidate financial progress reports submitted by the responsible parties for implementation of project activities;
- Liaise and follow up with the responsible parties for implementation of project activities in matters related to project funds and financial progress reports.
**Institutional Arrangement**
The Project Administrative Assistant (Office Manager) will be directly supervised by the Project Manager.
**Core 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**
- Business Management/ Project Management:
- Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
- Business Direction & Strategy/ Strategic Thinking:
- Ability to develop effective strategies and prioritized plans in line with UNDP´ss objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions
- Ability to leverage learning from a variety of sources to anticipate and respond to future trends

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