Background

The UNDP Country Office is responsible for developing and managing the UNDP Country Programme Action Plan (CPAP) to ensure that the programme outputs are delivered as planned, contributing to the achievement of programme outcomes as per Strategic Cooperation Framework (SCF 2013-2017) and the Country Programme Document (CPD 2013-2017) as agreed with national counterparts.

The Programme Environment and Energy in the UNDP Country Office supports the South African Government through capacity building and institutional strengthening on policy formulation, project and programme development, implementation and monitoring. The Environment and Energy team is also responsible for overall project support and oversight management of Global Environment Facility (GEF) funded projects in South Africa.

The UNDP works in collaboration with the National Department of Environmental Affairs as GEF Operational Focal Point. The Department has entities that are also key partners and they include South African Biodiversity Institute (SANBI), South African National Parks (SANParks) and South African Weather Service. Another key partner is the Department of Energy and its entities such as South African National Energy Development Institute (SANEDI) and Central Energy Fund. UNDP also collaborates with Parliament, Provincial and local Governments, donors, private sector, civil society and academia.

In close collaboration with Programme Support Team (PST) and under the overall guidance of the Team leader of the Development Solutions Team (DST) the Programme Associate will work under the day to day supervision of the Environment and Energy team supporting the work in the areas of Environment, Biodiversity, Energy, Climate Change, Green Economy and Sustainable Land Management and International Waters. 

Duties and Responsibilities

Support the Environment & Energy team in the implementation of the Country Programme Action Plan (CPAP) - Climate Change and Greening South Africa’s Economy and support and oversight management of GEF funded projects throughout all phases of the project-cycle- from conceptualisation, development, implementation, reporting, monitoring and evaluation. The projects cover all GEF Focal areas of Climate Change mitigation and adaptation, Biodiversity covering 3 CBD objectives of Conservation, Sustainable Use and Access and Benefit Sharing Land Degradation, International Waters and Chemicals.

Project Conceptualisation  (Memo writing, Filing and Information Management)

  • Provide input into project concept notes and Project Information Forms (PIFs);
  • Draft memos related to GEF project cycle (e.g. Memos to the Resident Representative on Delegation of Authority (DOA);
  • Follow up on Letters of Endorsement with government and other partners;
  • Filing of project documents both manually and electronically;
  • Working closely with Programme Support Team (PST) to maintain project information electronically and on files;
  • Create database of stakeholders and other key partners such as government Departments, donors, civil society and private sector;
  • Respond to questions and information requests from project managers and partners.

Project Development and Implementation (Technical and Administrative Support)

Arranging and preparing documents for project related  meetings such as Local Appraisal Committee (LPAC), Inception Workshops, Project Steering Committee Meetings and other stakeholder meetings by:

  • Finalising and sending of meeting agendas where relevant;
  • Printing and preparing  documents pack for meetings;
  • Taking minutes at relevant meetings;
  • Assist in drafting presentations for LPACs, Inception meetings;
  • Develop terms of reference for consultants;
  • Work with Procurement to follow up on contracts and their extensions;
  • Work together with Finance Programme associate to monitor projects budgets;
  • Arrange venues for such meetings where relevant;
  • Working together with Operations, make travel arrangements for visiting international and national consultants for PPG, Midterm Reviews and Terminal Evaluations;
  • Draft travel and meetings schedules of meetings for national and international consultants, regional technical advisors and stakeholders where necessary;
  • Arrange catering for meetings.

Support the environment and energy team, both substantively and administratively, in varying stages of the project cycle:

  • Follow up on Letters of Endorsement with GEF Operational Focal Point; 
  • Follow up on signing of LPAC minutes and send them to UNDP/GEF RTAs;
  • File and send key documents to PST for placing in Atlas and for;

Follow up on Delegation of Authority letters and signed Project Documents with UNDP/GEF, government and other partners.

  • Draft letters related to GEF and other Environment and Energy projects;
  • Respond to information requests from PST, Project Managers and implementing partners related to the project cycles, budget, reporting, and evaluations guidelines.

Project Monitoring, Reporting and Evaluation

  • Assist the environment and energy team in monitoring project progress- analysis of narrative and financial reports;
  • Work with PST by providing inputs on project delivery and progress;
  • Assist in providing input into the Annual Monitoring Reports (AMR/PIRs);
  • Filing of quarterly reports and sending to PST;
  • Assist the programme manager in the drafting of terms of reference for national and international consultants undertaking, programme preparatory grant work, mid-term and terminal evaluations;
  • Follow up with procurement on appointment of consultants and contract management in general;
  • Support consultants with their travel arrangements, missions and workshops and meetings.

General Support

  • Undertake any other duties as required by the Country office related to Environment and Energy.

Competencies

Functional Competencies:             

Advocacy/Advancing A Policy-Oriented Agenda

Support the preparation of information for advocacy

  • Identifies relevant information for advocacy for a variety of audiences.

Results-Based Programme Development and Management

Contributing to results through provision of information

  • Provides information and documentation on specific stages of projects/programme implementation;
  • Provides background information to identify opportunities for project development and helps drafting proposals.

Building Strategic Partnerships

Maintaining information and databases

  • Analyzes general information and selects materials in support of partnership building initiatives;
  • Maintains databases of donor information;
  • Tracks and reports on mobilized resources.

Innovation and Marketing New Approaches

Implementing processes and uses products

  • Documents and tracks innovative strategies/best practices/new approaches;
  • Responds positively to new approaches.

Resource Mobilization (Field Duty Stations)

Providing information for resource mobilization strategies

  • Maintains information/databases on potential and actual donors;
  • Maintains database of project files;
  • Provides data and information needed for preparation of project documents.

Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis

  • Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise

Fundamental knowledge of processes, methods and procedures

  • Understands the main processes and methods of work regarding to the position;
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
  • Demonstrates good knowledge of information technology and applies it in work assignments;
  • Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments.

Global Leadership and Advocacy for UNDP’s Goals

Research and analysis

  • Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences.

Client Orientation

Maintains effective client relationships

  • Reports to internal and external clients in a timely and appropriate fashion;
  • Organizes and prioritizes work schedule to meet client needs and deadlines;
  • Responds to client needs promptly.

Core Competencies:

  • Demonstrating/safeguarding ethics and integrity; 
  • Demonstrate corporate knowledge and sound judgment;
  • Self-development, initiative-taking;
  • Acting as a team player and facilitating team work;
  • Facilitating and encouraging open communication in the team, communicating effectively;
  • Creating synergies through self-control;
  • Managing conflict;
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
  • Informed and transparent decision making.

Required Skills and Experience

Education:

  • Secondary Education, preferably with specialized certification in environment management, energy or climate change or related fields such as sustainable development, international development or environmental law;
  • An honours degree in the specialized field would be an added advantage.

Experience:

  • A minimum of 6 years relevant professional experience in project management or support in the field of environment management, energy, climate change, biodiversity or sustainable development is required;
  • Experience in managing donor funded projects particularly the Global Environment Facility (GEF) will be an added advantage;
  • Mastery in the usage of computers and office software packages (Ms Word, Excel, and PowerPoint.

Language:

  • Good command of English is a requirement.

“This position is open to both male and female candidates who are nationals of South Africa or non-South African nationals holding residence permit.”