Team Support Assistant

1. Provide administrative and communication services to Papua New Guinea country program to ensure effective coordination and smooth implementation of activities of staff and projects such as:

Initiate consultancy contract in the system.

• Travel preparation such as Travel Authorization/TA ticket purchasing travel insurance accommodation arrangement traveling expenses report and claim (TER/TEC).
  
• Purchasing such as printing publications stationery etc. by conducting price surveys in coordination with Admin Officer and providing Purchase Requisition/PR.
  
• Coordinate and file as applicable soft/hard copy files (purchasing travel reporting agreements correspondences etc. that have been done or shared).
  
• Assist in processing students attachments including preparing letters of invitation and making arrangements to process contracts accommodation etc.
  
• Assist the team in dealing with ICT/IS Unit.
  
• Assist the team in accounting for and accounting research-related materials.
  

• Maintain project documentation such as contracts progress reports project updates partners contact calendar of events and other documents.
  
• Maintain project communications database including inventory managing stock and distribution records of communication products and updating the database.
  
• Assist in project evaluation at the end of the project in consultation with the project coordinators such as compiling data from project country networks media and other sources.
  

• Prepare venue list of invitation and confirming participants
  
• Arrange accommodation and travel of the participants
  
• Prepare the logistics
  
• Responsible for managing the budget event
  
• Taking notes (if required)
  
• Update list of meetings
  
  

5. Assist team in preparing any related report/document for the team the annual work plan and budget contracts agreements and proposals including document translation activity summaries checking spelling and layout and completeness of submission.

6. Assist in the production and dissemination of teams publication in coordination layout and formatting organizing exhibition and related.

7. Assist in sharing information on the team such as a call for proposals scholarships and any other information from the center.

8. Respond to audit queries in a timely manner during both External and Internal Audit.

• Monitor financial compliance for restricted grants partners of assigned grants and ensure partners spend within their budgets and are following the laid down donor and/or CIFOR-ICRAF financial procedures and regulations.
  
• Analyze restricted grants partner expenses and provide feedback of analysis to the project leaders and managers on expenditure trends and areas with significant over- or under spending.
  
• Review the financial reports submitted by the partners monitor partner balances and collect any unused funds.