Tamara Sealy

Project Management and Coordination

· Provide administrative, financial and logistical support to the Project Analyst in the execution of project

· management and coordination, monitoring and evaluation, and procurement and contract management

· Assist in financial management tasks, including preparation of timely requests for financial advances and direct payments, processing approved payments with all supporting documentation

· Coordinate meetings, workshops, and conferences, including in-person, virtual and hybrid formats. Keep records of meetings for dissemination and file.

· Establish and implement document control procedures

· Collect project related information and data

· Coordinate and provide logistical support for travel, field visits and project-related missions

· Support the Project Analyst in liaising with the Project Steering Committee (PSC) and country implementing partners, including taking minutes and/or keeping records for PSC and other coordination meetings.

· Coordinate Project Steering Committee (PSC) meetings, including logistics, document management, and meeting records

Procurement and Contract Management

· Enter data and information in UNDP corporate software platforms for financial management, procurement, contract management and other project related functions

· Support the preparation, organization, and distribution as relevant of all project-related documents, inclusive of correspondence, contracts, financial statements, and other documents

· Set up and maintain all project records and files, including contracts and financial records, in line with existing frameworks and UNDP policies as relevant

Communications, Stakeholder Engagement, and Partnerships

· Liaise with stakeholders and partners as directed and in alignment with the engagement strategy

· Maintain records of external communications and information dissemination

· Assist with the implementation of the project stakeholder engagement and communications strategy(ies)

· Provide administrative and logistical support to partners and contractors/ consultants as directed and in keeping with agreements among parties

Provide executive-support to the United Nations Development Programme Resident Representative (RR) and Deputy Resident Representative (DRR)

· Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.

· Maintenance of protocol procedures.

· Preparation of high-quality briefing materials for supervisor for appointments, meetings, missions.

· Management of RR/DRR missions and representation schedule.

· Maintenance of rosters of high-level partners, telephone lists.

· Preparation of correspondence, directives, comments on behalf of RR/DRR for his/her signature and making follow-up when required.

· Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.

· Coordination of the information flow in the office, follow up on circulation files.

· Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR/DRR.

· Sound contributions to knowledge networks and communities of practice.

• Examines average to moderately difficult and complex invoices and other claims for payment of goods and services and prepares and/or audits vouchers.
• Processes billing notices and tracks accounts receivable for utilities and phone bills.
• Prepare all Official VAT reimbursement requests in a timely and efficient manner.
• Process and disburse of personal VAT refunds to Foreign Officers.
• Review both personal and official VAT claims for submission and liaises with the VAT office.
• Assist Budget Specialist with ICASS workload count. Assist Payroll Clerk and Time & Attendance Clerk when needed.
• Assist with cashiering when needed which included and not limited to; disbursement of petty cash, intake of online visa fees (EC/USD/BBD) and disbursement of mission travel fees.

• Reconciled system accounts against bank statements. Worked with vendors and management to resolve issues quickly.
• Provided clerical support to department, such as filing, copying, and restocking supplies.
• Accompany the Chief Accountant or Assistant Accountant to, and make recommendations at Rent Arrears Committee, Space
• Allocation Committee meetings
• Investigate and resolve discrepancies/anomalies in tenant accounts.
• Prepare analysis of rent receivable accounts and other accounts
• Assist with special projects of the Accounting Services Department as necessary.
• Maintain stock of stationery and supplies and track the associated inventory - on relief basis.
• Prepare the rent activity report and rent delinquency report monthly.