The PROCARIBE+ regional Project Management and Coordination Unit (PMCU) will provide: project management services, support/oversight and direct implementation services for the project’s activities, as well as the geographic and thematic coordination of those project activities that are to be implemented by the different participating countries and/or project Executing Partners (e.g. other UN Agencies and IGO’s, national governments, NGO’s, CSO’s, private companies, as applicable).

Functional Responsibilities:
Under the overall supervision/direction of the Procaribe+ Regional Project Coordinator and in close coordination with the other PMCU staff members and project partners, the PROCARIBE+ Senior Assistant’ responsibilities will include:

Procurement administration

• Administrative coordination of procurement processes (sourcing, solicitation and related support)
• Collect input from project team members and external stakeholders for drafting project procurement requirements
• Support in the coordination and communication with suppliers and daily contract management

Logistics, travel, events and office management

• Coordinate events organization and support related activities
• Lead logistic coordination and problem solving of office needs
• Process travel transactions (authorizations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations.
• Prepares documentation for security clearances, processes hotel reservations, organizes airport pickups , hospitality, protocol, customs and immigration support for visiting officials as necessary
• Handle general secretarial communications with partners
• Support delegated translation needs

Knowledge Management

• Manage  project records and folders and delegated  knowledge management tasks
• Support the maintenance and update of the registers in project systems, as delegated.
• Maintain projects’s documentation including records and files, ensuring safekeeping of confidential materials.
• Support with the arrangement of the meetings with stakeholders, taking minutes and follow up on actions including regular Project Board meetings.

Finance

• Manage project payments and requirements, including purchase orders, establishing internal control and ensuring correct operations 
• Manage petty cash efficiently, preparing and maintaining ledgers and support documentation, as well as planning properly petty cash needs in advance.
• Support the population of related project monitoring tools