Background
Effective day-to-day substantive, administrative and financial support to the national SGP team and the National Steering Committee (NSC) 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 National Coordinator (NC) in prescreening project concepts and project proposals, and evaluate the financial part of the project proposals;
- Assist the NC 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 NC 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 NC in project implementation and monitoring, including participation in field visits;
- Organize SGP advocacy events, workshops, round-tables, missions for NC 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 NC, 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 NC 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 the programme areas and compile background material for the NC and NSC;
- Ensure flow of information and dissemination of materials with all concerned;
- Follow up of travel arrangements and DSA payments for the NC 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:
- Good communications and interpersonal skills essential;
- Excellent drafting and analytical skills required;
- Good knowledge of budget control and financial management.
Required Skills and Experience
Education:
- First University degree, preferably in Business Administration or an environmental science field.
Experience:
- Minimum 3 years of progressively responsible administrative or programme experience is required at the national or international level;
- Previous working experience with a UN agency is an asset;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems;
- Good knowledge of budget control and financial management.
Language:
- Fluency in English and Kreol; and
- Knowledge of French preferred.
Mode of Application:
Detailed Terms of Reference is available on UNDP website at www.mu.undp.org, or by emailing veronique.bonnelame@undp.org and at the UNDP office Les Palmes Building, 2nd Floor, Victoria.
- Interested and qualified candidates should apply on-line through UNDP jobs website: http://jobs.undp.org;
- Please ensure that you upload your UNDP Personal History Form – P11 (available at www.mu.undp.org (Operations/Jobs) and CV as one attachment in the relevant field of the on-line application.
UNDP reserves the right not to make any appointment following this advertisement.
More information about the GEF-SGP can be found on http://sgp.undp.org.
Only shortlisted candidates will be contacted. UNDP reserves the right not to make any appointment following this advertisement.