Admin and Finance Associate – UniPod / Samsung Mobile Circularity Project

United Nations Development Programme (UNDP) Sierra Leone is implementing innovation and digital transformation initiatives through the timbuktoo UniPod, including the Samsung Mobile Circularity Initiative. The initiative supports youth skills, experimentation and innovation in mobile technology, electronics, repair, refurbishment, e-waste management and circular economy.
Effective implementation requires consistent administrative coordination and clear documentation across the UniPod, Samsung Mobile Circularity activities, UNDP programme and operations teams, universities, service providers and participating innovators. The Admin and Finance Associate will provide entry-level administrative and financial support to help keep project activities, documentation and deliverables on track.

A. Administrative Support and Coordination

• Provide day-to-day administrative support to ongoing project activities and maintain highly organized electronic and physical files.
• Support the scheduling of project meetings, trainings, workshops, innovation club activities, and partner engagements.
• Maintain updated project calendars, stakeholder contact databases, and administrative action trackers.
• Prepare routine correspondence, draft meeting minutes, and coordinate administrative follow-up tasks under supervisor guidance.
• Facilitate the smooth flow of administrative information among the UniPod operational team, United Nations Development Programme (UNDP), and external project partners.

B. Basic Financial Tracking Support

• Maintain simple internal spreadsheet trackers for approved activity budgets, planned costs, commitments, and actual expenditures.
• Support the systematic collection, organization, and digital filing of invoices, receipts, attendance sheets, and financial support records.
• Assist in the basic reconciliation of activity expenditure documentation against approved work plans and allocation budgets.
• Flag missing supporting documentation, approaching payment deadlines, or potential budget variances to the responsible supervisor.
• Support the preparation of basic financial summaries in Excel for routine project review and resource analysis.

C. Procurement and Logistics Support
• Support the compilation of routine procurement and logistical documentation as requested by authorized UNDP personnel.
• Track the administrative status of requested goods or services and proactively follow up on necessary supporting receipts and records.
• Coordinate logistics for project trainings, bootcamps, hackathons, innovation challenges, exhibitions, and field site visits.
• Coordinate closely with the Facility Manager on receiving delivery notes, inventory documentation, and handover records for equipment arriving at the Lab.

D. Project Deliverables and Documentation
• Maintain a comprehensive deliverables tracker that shows activity names, responsible parties, due dates, current status, and supporting evidence.
• Follow up on outstanding administrative actions and pending documentation under the direction of the project management team.
• Organize and archive official evidence of delivery, including signed attendance sheets, technical reports, photographs, training certifications, and consultant outputs.
• Support the preparation, collation, and filing of institutional documentation required for formal project reviews and donor reporting.

E. Monitoring and Meeting Support
• Maintain participant databases and activity records in close coordination with programme and field colleagues.
• Support the compilation of basic programme data, statistics, and metrics from the UniPod and the regional Circular Innovation Clubs.
• Prepare meeting agendas, compile background materials, and record official action points during project team meetings.
• Support UNDP, Samsung, and institutional partner visits by managing necessary administrative, travel, and logistics arrangements.

4. Expected Results
• Project administrative files and supporting records are complete, orderly and easy to retrieve.
• Activity and deliverable trackers are kept current, and deadlines are followed up systematically.
• Basic financial information is accurately tracked and escalated for review by authorized personnel.
• Trainings, meetings and project activities receive timely logistical support.
• UNDP and project teams have reliable administrative documentation for implementation and reporting.