UNDP Jobs - 27770- Administrative Associate

Administrative Associate - HPMP

Location :

Abuja, NIGERIA

Type of Contract :

Service Contract

Starting Date :

26-Mar-2012

Application Deadline :

07-Feb-12 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

Initial period of one year

Languages Required :

English

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Nigeria’s HCFC Phaseout Management Plan (HPMP) will result in the complete phase out of 407.7 ODP tonnes of HCFCs in Nigeria by 1st January 2040. The first stage of the HPMP includes actions for the completion of the 2013 consumption freeze and 2015 - 10% reduction targets. Nigeria has obtained financial support from the Multilateral Fund to cover implementation
of Stage 1 of the HPMP which will result in the phase out, by 1 January 2015, of 90.1 ODP tonnes of HCFCs, equivalent to 22% of Nigeria’s agreed baseline HCFC consumption. The programme is a performance-based agreement, which means that the country needs to achieve well-defined yearly HCFC consumption reduction targets in order to obtain each subsequent
yearly funding-tranche. Detailed information on this programme can be found in the HPMP-document that was approved by the ExCom.

Duties and Responsibilities

The mandate of the Administrative Associate would be to assist the Federal Ministry of Environment-National Ozone Office (FMEnv-NOO) and UNDP-Nigeria in providing administrative support services to implement the HCFC Phase-out Management Plan (HPMP) in Nigeria, approved at the 64th meeting of the Executive Committee held in Montreal in December 2010. The implementation will consist of a combination of Investment and Policy & Management Support components in accordance with the agreement between Government of Nigeria and the Executive Committee of the Multilateral Fund. UNDP is the lead implementing agency for this programme and will provide the required technical and infrastructural support for the implementation of the HPMP. The Administrative Associate is expected to discharge the following functions:

a)    Liaising between the Implementing Agencies (UNDP & UNIDO) and the Federal Ministry of Environment (National Ozone Office) on matters relating to the implementation of the HCFC Phase out Management Plan (HPMP)

b)    Maintaining list of national and international consultants and vendors working on HPMP;

c)    Assembling documentation for project related meetings; taking minutes at meetings and ensuring required reports are completed on time.

d)    Keeping abreast of changes in administrative rules, regulations and procedures; providing interpretation of same when required as they affect the implementation of the HPMP

e)    Participating in discussions of new or revised procedures and practices, interpreting and assessing the impact of changes, and making recommendations for follow up actions

f)    Undertaking the provision of services relating to travel and transport, maintenance of premises and office equipment etc.; drafting correspondence, reports, evaluations and justifications as required.

g)    Following up on local and international procurement issues, obtaining import duty waiver and facilitating the clearance of equipment from the ports and delivery at recipients’ premises.

h)    Performing any other duties within the purview of the project as assigned by the Project Coordinator.

Reporting and Deliverables
The Administrative Associate will assist the National Ozone Officer in providing FMEnv and UNDP-Nigeria with monthly brief updates on the tasks carried out. These updates should report on all relevant activities in the period and be accompanied by a request for payment over the same period.

Deliverables
•    Monthly, half-yearly and Annual Reports on activities carried out
•    Minutes of Meetings
•    Inventory of Office items
•    Records of all documents relating to the projects

Competencies

Professionalism: knowledge and understanding of Montreal Protocol financial mechanisms and MLF policies and procedures.
Communication: Speaks and writes clearly and effectively; listens to others; correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style, and format to match audience; and is proactive in sharing information and keeping people informed.
Technological awareness: Keeps abreast of available technologies; understands technological applications in chemical handling and management; and actively seeks to apply and guide beneficiaries in the use of modern technologies in chemical management.
Planning and Organizing: Is able to develop clear goals for the short-, mid, and long-term that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities depending on pressing exigencies without compromising delivery of other tasks; uses time efficiently and allocates enough time to complete work; is flexible, and monitors and adjust plans and actions as necessary; and considers and factors in, unexpected and/or urgent tasks and requirements.

Required Skills and Experience

Education:
•    A minimum of Bachelor’s degree in any social sciences or secretariat/administration-related discipline
Experience:
•    At least 5 years experience in Secretariat Administration in any Government, Public Sector, Multilateral Organization or NGOs.
•    Minimum of three years experience in administration of similar environmental projects and activities, particularly under the Montreal Protocol
•    Knowledge and understanding of the Montreal Protocol issues
•    Familiarity with UNDP process and procedures in implementing the Montreal Protocol in Nigeria
•    Experience in public awareness creation initiatives
•    Good command of written and spoken English

Interested candidates should apply online through the website by clicking on the Apply now button. The system will prompt you to upload a CV on the next page.

Please note that instead of a CV you're required to download the UNDP Personnel History Form (P11) from the following link http://sas.undp.org/Documents/P11_Personal_history_form.doc Complete it and upload when prompted.

Applications without a fully completed P11 form will not be considered. Only applicants that are shortlisted will be contacted.

The system will only allow for one attachment.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.