UNDP Jobs - 46503- SGP Programme Assistant

SGP Programme Assistant - (Open to Fiji Nationals only)

Location :

Suva, FIJI

Type of Contract :

Service Contract

Starting Date :

07-Jul-2014

Application Deadline :

03-Jun-14 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

12 Months

Languages Required :

English

Expected Duration of Assignment :

Renewable subject to performance and availability of funding

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

The Global Environment Facility (GEF) Small Grants Programme (SGP) provides non-governmental and community-based organizations (NGO/CBO) in developing countries with grants to help them tackle climate change, conserve biodiversity, protect international waters, reduce the impact of Persistent Organic Pollutants (POPs), and prevent land degradation. With these environment-centered ‘grant projects’ the programme also seeks to generate sustainable livelihoods and reduce poverty in the world’s neediest countries and regions. The SGP motto is “Community Action – Global Impact!”

Through UNDP/UNOPS, the Fiji GEF Small Grants Programme seeks to recruit a suitably qualified national for the position of Programme Assistant.

Duties and Responsibilities

Support to Programme Implementation:

Contribute to day-to-day support to programme/project implementation and ensuring conformity to expected results, outputs, objectives and work-plans;
Assist the PM in pre-screening project concepts and project proposals, and evaluate the financial part of the project proposals;
Assist the PM in development and amendment of application forms and other management tools, requirements of the programme and other SGP documents;
Advise potential grantees on technical project preparation issues, and Report to PM and NSC on project development activities, as required;
Provide day-to-day support to new and already approved projects and the grantees, as required;
Assist the PM in project implementation and monitoring, including participation in field visits;
Organize SGP advocacy events, workshops, round-tables, missions forPM and other SGP events;
Maintain working-level contacts with NGOs, governmental institutions, donors, other SGP stakeholders, and participate at events for SGP information dissemination purposes;
Draft progress reports and other reporting material to the CPMT, UNOPS and UNDP CO, and assist NC in preparation of semi-annual and bi-annual progress reports;
Draft articles, publications, speeches, letters, memos and other documents on behalf of PM, and respond to queries on SGP programme matter;
Create and maintain SGP project database and SGP stakeholders database;
Maintain and update the SGP website, SGP Global database and UNDP CO website with SGP information;
Support and assist PM as and when needed.

Financial Management:

Review and process payment requests from grantees and vendors through obtaining necessary clearances and authorizations and ensuring payments are effected promptly;
Maintain financial integrity of the programme within UNDP CO and externally, implement and monitor accounting system and databases of SGP country operational budget;
Prepare and maintain the grant disbursement table and calendar;
Review financial reports submitted by grantees and advise the NC as required;
Draft administrative budget proposals;
Enter, extract, transfer data from ATLAS and SGP database and produce reports as required;
Provide other financial reports as required.

Administrative Functions:

Procure office equipment and furniture (including communication and audio equipment, supplies etc.);
Manage and organize everyday office work;
Establish a proper filing system and maintain files and documentation in good order;
Draft routine correspondence and communications;
Prepare background information and documentation, update data relevant to theprogramme areas and compile background material for the PM and NSC;
Ensure flow of information and dissemination of materials with all concerned;
Follow up of travel arrangements and DSA payments for thPM and NSC members;
Maintain personnel files, performance evaluation reports, leave records, and other pertinent personnel/consultant records;
Ensure all reporting and/or submission deadlines from HQs are met;
Provide logistical and other support to the local SGP team and visiting missions, as required.

Knowledge Management:

Actively support the SGP and the NSC teams in their efforts towards knowledge management and knowledge networking.

Competencies

Competencies required for the above positions:

Excellent communications and interpersonal skills essential;
Excellent drafting and analytical skills required;
Good knowledge of budget control and financial management;
Excellent people skills and ability to work under pressure;
Team Orientation and good planning and organizing skills;
Honest; highly motivated and proficiency in English Language.

Required Skills and Experience

Education:

University degree, preferably in Business Administration or an environmental science field.

Experience:

At least 3 years of relevant experience in office management, including financial reporting;
Previous working experience with a UN agency an asset;
Good knowledge of budget control and financial management;
Excellent knowledge of MS Office, database and Internet use.

Language requirements:

Fluency in the official national language (must be one of the 6 UN languages), and English/second language.