Project Assistant (Documentation and Reporting)

Job Posting Organization:
The United Nations Development Programme (UNDP) is a global organization that aims to eradicate poverty and reduce inequalities through sustainable development. Established in 1965, UNDP operates in approximately 170 countries and territories, working with governments and communities to address development challenges. The organization focuses on various areas, including democratic governance, sustainable development, and climate change. UNDP Bangladesh specifically aims to enhance effective governance and promote inclusive development, ensuring that all citizens can contribute to the country's development story.

Job Overview:
The Project Assistant (Documentation and Reporting) will play a crucial role in supporting the UNDP Bangladesh's Democratic Governance programming. This position involves working closely with the Project Manager to facilitate reporting, documentation, knowledge management, and communication content development. The Project Assistant will be responsible for maintaining a centralized digital archive of project documents and ensuring systematic documentation of activities. The role also includes drafting and finalizing various reports, preparing knowledge products, and acting as the communication focal point for the project. The Project Assistant will contribute to enhancing the visibility of project results and support the implementation of monitoring frameworks, ensuring that the project meets its objectives effectively.

Duties and Responsibilities:

• Documentation Support: Maintain a centralized digital archive of project documents, reports, event materials, minutes, concept notes, visibility products, and evidence files. Ensure systematic documentation of activities under key reform areas. Support preparation of knowledge products, including success stories, case studies, event summaries, lessons learned notes, and thematic documentation. Support formatting, branding, version control, and quality assurance of reports and knowledge products.
• Reporting Support: Assist in drafting, editing, and finalizing quarterly, annual, donor, and activity reports under IP-SARG in line with UNDP quality standards. Compile and organize reporting inputs from relevant project outputs. Prepare briefing notes, talking points, summaries, presentations, factsheets, and result snapshots for internal and external use. Maintain reporting calendars and follow up with output teams to ensure timely submission of scheduled and ad hoc reporting products.
• Communication and Visibility Support: Act as the communication focal point of the project, working closely with the UNDP Country Office Communication Team. Support dissemination and publication of project results, stories, and knowledge products across UNDP platforms, archives, and social media channels. Provide creative coverage of project activities, including events, consultations, campaigns, and project interventions through photos, short write-ups, and content development.
• Additional Support: Work with the M&E team to support implementation of the results framework, monitoring framework, and tracking of targets and indicators. Coordinate with the procurement team to support preparation of Terms of Reference (ToR), vendor onboarding, and other procurement-related processes. Provide support in facilitating procurement processes, including coordination with vendors and follow-up on deliverables. Undertake any other ad hoc tasks assigned by the project team to ensure smooth implementation of project activities. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Required Qualifications:

• Education: Secondary education is required. A University Degree (Bachelor’s degree) in Public Administration, Law, Development Studies, International Relations, or a related discipline will be given due consideration but is not a requirement.
• Experience: Minimum 5 years of experience (with Secondary education) or 2 years of experience (with Bachelor’s degree) in reporting, documentation, and knowledge management in development intervention.
• Skills: 1 year of proven experience in reporting and documentation in reform interventions. Experience in preparing PowerPoint presentations, briefs, and knowledge products. Strong skills in documentation management, filing, and record keeping. Good written communication skills in English and Bangla.

Educational Background:
The educational background required for this position includes a minimum of secondary education. However, candidates with a Bachelor's degree in relevant fields such as Public Administration, Law, Development Studies, or International Relations will be given preference. This educational foundation is essential for understanding the complexities of governance and development interventions.

Experience:
The position requires a minimum of 5 years of relevant work experience for candidates with secondary education or 2 years for those with a Bachelor's degree. This experience should be in areas related to reporting, documentation, and knowledge management within development interventions. Candidates should have a proven track record in similar roles, demonstrating their ability to manage documentation and reporting effectively.

Languages:
Fluency in written and spoken English and Bangla is mandatory for this position. This bilingual proficiency is crucial for effective communication and documentation within the project and with various stakeholders. Additional language skills may be considered an asset but are not required.

Additional Notes:
This position is part of a project under the UNDP and may involve working with various stakeholders, including government agencies, civil society organizations, and international partners. The role is full-time, and the selected candidate will be expected to work under the supervision of the Project Manager. UNDP is committed to creating an inclusive workplace and encourages applications from diverse backgrounds. The organization does not charge any fees during the recruitment process and adheres to strict standards against harassment and discrimination.