Background
Effective day-to-day substantive, administrative and financial support to the national SGP team and the National Steering Committee to ensure the smooth operation and management of the GEF-SGP (Global Environment Facility – Small Grants Programme) programme portfolio, timely and efficient response to queries from different grantees and stakeholders, closely monitoring the achievement of the national annual SGP delivery and co-financing targets, and updating of relevant databases.
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 prescreening 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:
- Draft routine correspondence and communications;
- Establish a proper filing system and maintain files and documentation in good order;
- Manage and organize everyday office work.
- Procure office equipment and furniture (including communication and audio equipment, supplies etc.).
- Prepare background information and documentation, update data relevant to the programme 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
Corporate Competencies:
- Demonstrates commitment to UN’s mission, vision and values;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Functional Competencies:
- Knowledge Management and Learning;
- Shares knowledge and experience;
- Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills;
- Good communications and interpersonal skills essential;
- Excellent drafting and analytical skills required.
Development and Operational Effectiveness:
- Ability to perform a variety of standard tasks related to Results Management, including screening and collecting of programme/ projects documentation, projects data entering, preparation of revisions, filing, provision of information;
- Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems;
- Good knowledge of Results Management Guide and Toolkit.
Leadership and Self-Management:
- Focuses on result for the client and responds positively to feedback;
- Consistently approaches work with energy and a positive, constructive attitude;
- Remains calm, in control and good humored even under pressure.
Required Skills and Experience
Education:
- A Bachelors degree, preferably in Business Administration or an environmental science field.
Experience:
- 3 to 5 years of relevant administrative or programme experience is required at the national or international level;
- Previous working experience with a UN agency is an asset;
- Good knowledge of budget control and financial management.
Language:
- Fluency in the official national language, and English/second language.
IT skills:
- Excellent knowledge of MS Office, database and Internet use.
Qualified women, qualified people living with disabilities are encouraged to apply.