UNDP Jobs - 65899- Programme Assistant (SC)

Programme Assistant (SC) - (Open to Ghanaian Nationals Only)

Location :

Accra, GHANA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

06-May-16 (Midnight New York, USA)

Post Level :

SC-3

Duration of Initial Contract :

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

Established in 1992 under the auspices of the UNDP, the Global Environment Facility Small Grants Programme (GEF/SGP) in Ghana provides direct technical and financial support to community-level initiatives that simultaneously promote sustainable environmental development, economic growth and social development of rural communities within the framework of the Global Environment Facility focal areas. The GEF focal areas include conserving biological diversity; mitigating threats to global climate change; protecting international waters from pollution; prevention of land degradation (primarily control of desertification and deforestation) and chemical control (elimination of persistent organic pollutants) through community-base approaches. The GEF/SGP is recognized as a cost-effective mechanism for delivering financial and technical resources to local communities, and has an established, well-tested modalities for working with local communities. The organizational infrastructure consists of a decentralized decision-making body, a funds disbursement mechanism, a monitoring and evaluation framework, a working modality based on building partnerships.

Duties and Responsibilities

Under the supervision of the National Programme Coordinator (NC), the Programme Assistant (PA) will provide administrative support to the NC on the management of the programme, by supporting and contributing to the day-to-day management of the projects and ensuring conformity to expected results, outputs, objectives and work-plans. S/he will assist the NC in prescreening project concepts and project proposals, and evaluate the financial part of the project proposals as well as development and amendment of application forms and other management tools, requirements of the programme and other SGP programme implementation. . The incumbent’s duties include:

Support to Programme implementation

In specific terms, the responsibilities of the PA in support of the programme implementation are as follows:

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;
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 grants disbursement table and calendar;
Review financial reports submitted by grantees and advise the NC as required;
Support the preparation of annual 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.
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.

Competencies

Knowledge Management

Exchange ideas and knowledge to achieve programme goals and impacts both locally and internationally.
Take initiatives and proactively contributes to the achievement of the annual work plan and other planned outputs;
Effectively support the NC in programme management, including assisting in developing management tools, drafting of documents and reports,
Support the SGP team in creating and taking advantage of opportunities to give SGP media and public exposure and
Support the NC in building and maintaining productive partnerships with SGP partners (donors, local authorities, stakeholders, NGOs/CBOs) and actively promotes SGP goals, delivery mechanism and results for resource mobilization (RM) and grant-making purposes.

Client Orientation

Maintenance of close relationship with grantees and SGP partners to facilitate monitoring and evaluation of programme results and impacts, and with a view to transforming grantees to be strong SGP advocates vis-a-vis donors and partners.
Applies client-oriented approach including understanding and anticipation of NGOs/CBOs’ evolving needs, keeping team members, and partners, where applicable, informed of progress and/or setbacks in projects, and proactively helps solve any problems when such need arises.
Provides timely and comprehensive technical assistance and day-to-day support to partners in project development, management and reporting, and effectively provides support to NC in project monitoring and evaluation.
Assists grantees in planning project budgets and closely monitors the financial management of ongoing projects according to SGP requirements, and advises grantees on quality financial reporting.

Planning and Organization

Take necessary follow-up actions on local resource mobilization initiatives, monitors and reports on progress and results.
Mobilizes needed resources to meet time-lines and highest quality standards for the delivery of services, including effective support to NSC members and meetings.
Good grasp of GEF focal areas, SGP operational guidelines, UNOPS and UNDP rules and procedures to complete assigned tasks, process requests and to provide necessary guidance to grantees, partners and stakeholders alike.

Communication

Speaks and writes clearly and convincingly, and supports NC and NSC in advocacy work by demonstrating strong presentation skills and full knowledge of SGP guidelines in meetings with partners and grantees.
Undertakes programme/project monitoring, provides advice and solutions to remove obstacles to good project implementation, and prepares succinct monitoring reports for timely and effective follow-up.
Ensures that all HQ queries are responded comprehensively and timely.

Accountability

Assists in upholding highest standards of financial integrity and accountability by closely monitoring all available financial resources and their effective usage and reporting in a timely manner on administrative budget;
Excellent verbal and written communication in English is essential. Spoken and written French is desirable. Knowledge of another UN official language would be an asset.Ensuring highest standard of data accuracy in the various programme and financial databases, including ATLAS and information validity through timely, comprehensive and systematic updating of the databases.

Required Skills and Experience

Education

Preferred candidate should have University education with specialized administrative training in one of the following: Social Sciences, Development Planning/Studies, Natural Resource Management or Public Administration;
Masters degree holder will be an advantage but not a requirement.

Experience

Minimum of two (2) years of working experience preferably in data and information management and analysis;
Experience in the usage of computers, proficiency with office software packages (MS Word, Access, PowerPoint, Excel etc), and in handling web-based management systems;
Pre-existing knowledge of the UN, UNDP Rules & Regulations and organizational structures and prior exposure to the structure of the United Nations system, in particular with regard to human resource and communication would be an asset.

Language

Excellent verbal and written communication in English is essential;
Spoken and written French is desirable;
Knowledge of another UN official language would be an asset.