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 Job - Project Administrative Assistant (UNDP)

 Duration: 21.10.2022 - 27.10.2022

Terms of Reference (TOR) 

for functions under an National Personnel Service Agreement

  1. Position Information


UNDP Azerbaijan/ Project: Promoting Competitiveness, Collaboration and Modernization in Fruit and Vegetable Sector in Lankaran-Astara Economic Region (00123881) 


Project Administrative Assistant



Duty station (City and Country)

Lankaran, Azerbaijan

Type (Regular or Short term)


Office- or Home-based


Expected Duration

1 (one) year with possibility of extension subject to satisfactory performance

Position Number


Link to apply:

UNDP Career Website 


2. Office/Unit/Project Description  (max 300 words)


The overall objective of the project is the development of modern and competitive Fruit and Vegetables Value Chains in the Lankaran Economic Region. This will result, in the long term, in: (i) a more effective access to domestic and foreign markets; (ii) a fairer distribution of the financial benefits generated all along the target VCs; and (iii) an ensuing decrease of the current rural poverty levels. In order to achieve such results, the project pursues to strengthen the capacities of the F&V-VCs operators by providing them with modern (production/processing/logistic/marketing) means and services. 

The project intends to exploit the undisputed potentials that the LER region holds in the production of high-value horticultural products by: 

  • Strengthening farmers’ organization and producers’ production potentials;
  • Enhancing linkages between F&V-VCs actors (acting both up and downstream the value-chain); · Increasing overall competitiveness, and resulting added-value, of the LER-based F&V industry (also thanks to ad-hoc investments and the provision of technical assistance and specific know-how);
  • Ensuring adequate access to supporting services (technical supply, productive capacities, etc.,) and to local and external markets; and 
  • Assuring a fairer distribution of the benefits generated all along the value-chain (especially in the case of micro-small farmers and MSMEs).

The project is structured around the following outcomes: 

Outcome 1: Awareness of LER-based F&V operators on the benefits of collaborative undertakings is increased. 

Outcome 2: Capacity of selected F&V collaborative undertakings to apply key technology is enhanced. 

Outcome 3: Innovation is introduced into the F&V sector. Overall, it is expected that in the long-run no less than 3,000 people as final beneficiaries, including rural family members, workers and other actors active within target VCs, will take advantage from the results that the project will, at all levels, produce.

3. Scope of Work (5 to 7 items only) Under the guidance and direct supervision of UNDP Project Officer, the Project Administrative Clerk will perform the following key functions:
  • Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
  • Maintain project filing system, project correspondence and communication;
  • Collect, register and maintain all information on project activities; 
  • Coordinate all preparatory activity for trainings/seminars/workshops to be held under the project;
  • Prepare agendas and arrange field visits, appointments and meetings related to the project activities and write minutes of meetings;
  • Assist Project Experts in traning materials development; collecting and analyzing data;
  • Provide support to all project staff including international and local consultants in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, accompany project experts and guests to project fields etc.);
  • Assist in drawing up reports and translations; 
  • Record the Project staff's AL and Sick leave;
  • Prepare assets/inventory reports and transfer of assets letters;
  • Assist in communicating, updating and collecting information on project-relevant topics;
  • Assist in drawing up reports and translations;
  • Performs other duties and tasks at the request of Project Officer and Project Manager.


  1. Institutional Arrangement


The Project Administrative Clerk will perform his/her functions under the guidance and direct supervision of UNDP Project Officer.

Structure of reporting: Project Administrative Clerk -> Project Officer


  1. 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 (insert up to 7 competencies) 

Thematic Area



Administration & Operations 

Events Management (including retreats, trainings and meetings) 

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Administration & Operations 

Documents and records management

Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Administration & Operations

Registry & correspondence management

Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives


Knowledge Generation

Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need


Collective Intelligence Design

Ability to bringing together diverse groups of people, data, information or ideas, and technology to design services or solutions


6. Minimum Qualifications of the Successful NPSA

Min. Education requirements

    • Secondary education is required 
  • Bachelor’s degree in economics, finance, accounting, law, public administration, management or other social sciences will be given due consideration

Min. years of relevant work experience 

  • Minimum 5  years with Secondary Education or  2 years with Bachelor’s degree  of progressively responsible experience in the administrative support, and/or accounting/finance preferably in the development projects at the national or international level

Required  skills 

  • Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, and experience in handling of web-based management systems.

Desired skills in addition to the competencies covered in the Competencies section

  • Experience in agriculture projects would be a strong asset;
  • Experience in the international organizations and/or in the UN Agencies would be a strong asset; 
  • Experience in event/training management would be an asset;
  • Experience in translation and interpretation would be an asset;

Required Language(s) 

  • Fluency  in  written and spoken English and Azerbaijani. 
  • Russian language would be an asset.

Professional Certificates


  1.       The following documents shall be required from the applicants:


  1. Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
  2. A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
  3. Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as  reports, presentations, publications, campaigns or other materials.


  1. Annexes to the TOR


  1. Links to any relevant (non-confidential) materials that may help candidates gain a better understanding of the office/unit/project context.
  2. Organigram of the office/unit/project indicating the position of the function (for internal use only).


  1. Approval


This TOR is approved by

This certifies the appropriateness of the functions to the NPSA contractual modality.

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