Historique

The UNDP-GEF Unit is based in the Bureau for Policy and Programme Support (BPPS) and is responsible for providing leadership, technical support and implementation oversight to the delivery of GEF Trust Funds. The Unit is organized into a number of substantive technical teams with staff located in both HQs and UNDP's Regional Hubs in Addis Ababa, Istanbul, Panama, and Bangkok, and with a decentralized structure in terms of financial, operational, and budget managements with authority delegated to respective managers located in HQ or in the region.

The Green Low-Emissions Climate Resilient Development Strategies (GLECRDS) cluster within UNDP-GEF manages a large portfolio of projects that it directly implements and others it provides oversight to.

The Green Climate Fund (GCF), which was established as an operating entity of the UNFCCC financial mechanism, is expected to become the main global fund for financing climate change mitigation and adaptation measures. While it has been agreed that Direct Access will be one of the modalities for the disbursement of the funds, it is recognized that certain levels of capacity will be required by governments and other actors involved in accessing the GCF. For the GCF to succeed, national capacities and mechanisms need to correspond to the GCF requirements, while also aligning with country planning, budgeting, programming and MRV systems.

With support from the German Federal Ministry for the Environment, Nature Conservation, Building and Nuclear Safety (BMUB), UNEP, UNDP and WRI (“the Partners”) are currently at the start of the implementation phase, developing a full-fledged GCF Readiness Project (the Project) in 9 countries. The implementation phase is based on a previous inception phase that yielded country readiness plans drawn from country specific needs assessments. The Project is expected to offer needs-oriented support to countries for accessing and using the GCF once it is fully operational. The Project will include (i) specific capacity building projects in 9 target countries, (ii) the development of national project pipelines on the basis of existing and potential specific national plans and policies, together with feeding back lessons learned identified with GCF processes to support the work of the GCF Board and Secretariat.

The Canada – UNDP Climate Change Adaptation Facility will promote south-south cooperation and enhance understanding about initiatives that address adaptation to climate change, especially the gender dimensions of adaptation.  The Facility will support global coordination and knowledge management involving the UNDP-GEF portfolio of national climate change adaptation projects co-financed by CANADA and partners that are currently being implemented in Cambodia, Cape Verde, Haiti, Mali, Niger, and Sudan.

The Facility will collect and analyze information, experiences, and lessons learned emanating from the projects to produce and disseminate knowledge that can be shared among the project countries and usefully applied in other contexts, as well as, broadly inform climate and sustainable development policies at the local, national, and global levels.

Under the overall guidance and direct supervision of Head of Climate Change and Principal Technical Adviser (PTA) for Green Low-Emission Climate-Resilient Strategies (GLECRDS) cluster, the Project Management Associate provides leadership in the execution of support services to the cluster, supporting the design, planning, oversight and management of cluster’s portfolio and global DIM projects, in particular the German-funded GCF Readiness project and the Canada-funded Canada-UNDP Climate Change Adaptation Facility, and by managing data and facilitating its implementation.  The Project Management Associate promotes client-oriented approach consistent with UNDP rules and regulations.

The Project Management Associate liaises with Regional Programme Associates, DIM Project Managers, and Country Office staff on project monitoring and capacity building issues with respect to projects within the GLECRDS portfolio.

Devoirs et responsabilités

The Project Management Associate is responsible for the day-to-day administrative support to the UNDP-GEF GLECRDS portfolio and set of global DIM projects. The Project Management Associate therefore provides administrative support services, including support to office management, human resources, sourcing consultants, financial management, documentation management, and support to monitoring and reporting as required for the successful management and achievement of the outcomes of the projects, in compliance with the policies, processes and procedures of UNDP and the requirements of the project’s donors, particularly the governments of Germany and Canada, and GEF Secrtariat.

The Project Management Associate works primarily, but not exclusively, with the respective DIM Project Managers, the GLECRDS Head and Principle Technical Advisor (PTA), UNDP country offices, pilot and donor country governments, other international/multi-lateral organisations, and contractors. In this context, the Project Management Associate will liaise with other UNDP staff and consultants involved in relevant UNDP-GEF and related projects.

The following are the specific key functions/results expected:

Support on administrative services:

• Serve as point of contact on administrative and operational issues between the DIM  Project Coordinators (PCs) and PTA, and UNDP-GEF finance, other support staff, UNDP country offices, and national implemention teams;
• Support the PCs and PTA in monitoring and facilitating compliance with management and administrative requirements from donors, particularly the governments of Germany and Canada, and GEF Secretariat (technical and financial reports, budget compliance and audits at the global and country levels, time-sheets, communication guidelines, etc.);
• Support the PCs/PTA in monitoring and facilitating compliance with UNDP and UNDP-GEF-specific processes in managing financial resources, monitoring and evaluation, travel arrangements, etc.;
• Assist with the development and output of implementation materials, including project documents, guidance materials, templates, technical reports, etc. as required;
• Ensures timely and accurate project submissions to GEF Secretariat;
• Monitors GEF Registry for incoming responses from GEF Secretariat on submission approvals, reviews, etc.;
• Facilitates Delegation of Authority letters;
• Maintains accurate information in PIMS for all submissions, revisions, approvals, etc.;
• Support the recruitment of personnel, consultants or service providers ensuring compliance with the applicable UNDP rules & regulations;
• Coordinates PAC activities for all DIM projects ensuring correct documentation is circulated, PAC minutes including comments are recorded, responded to and documents finalized for project implementation;
• Creates new DIM projects in PIMS/Atlas;
• Facilitate and support the preparation and organisation of international and national meetings and workshops, including obtaining bids, organizing travel arrangements as required;
• Facilitate knowledge-building and sharing and provide support and input to the platforms created;
• Support the PCs / PTA in meetings with key stakeholders as required;
• Support the PCs / PTA in relevant exchanges as required.

 Key results: Effective, high-quality and often independent support to the PTA and Project Coordinators.

Support on financial and technical management:

• Set up and maintain document control procedures and a document filing system, including for supporting documentation for financial reviews, continuously integrating relevant new information/data;
• Assist in managing requests for day-to-day financial administration, using advance of funds, direct payments, or reimbursement using Fund Authorization and Certificate of Expenditures;
• Maintain the internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Atlas;
• Take timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
• Create requisitions and register goods receipt in ATLAS (ERP);
• Carry out budget checks for requisitions, Purchase Orders and vouchers.

Key results:  Project management and administration are fully compliant with UNDP and donor requirements.

Support on monitoring and reporting:

• Support and facilitate results-based programme development and management throughout the different stages of projects/programme implementation;
• Manage information flows and support regular reviews by the PCs/PTA regarding project details, schedules, risks, deliverables and budgets to ensure implementation is on track;
• Monitor quality indicators and administer quality review processes and independent evaluations of the Initiative;
• Monitor planning and implementation carried out by responsible parties, such as by contractors and service providers including in pilot countries, and that they are aligned with key milestones;
• Provide support to resource mobilization, maintaining information/databases on potential and actual donors, providing administrative information and editing support towards funding proposals.

Key results: Timelines and milestones are met.

Impact of Results

The results of the work of the Project Management Associate are important for the overall delivery of the GLECRDS portfolio and Global DIM Projects.  The Project Management Associate’s effective assistance in the management of the overall initiatives facilitates sound decision-making by the PTA/PCs and further staff of the project teams and UNDP. In consequence, the performance of the Project Management Associate impact upon programme success or failure, and the relations and credibility of UNDP with governments (particularly in the countries in which the Initiative operates), donors, civil society, other multi-lateral agencies and the GEF Secretariat.

Compétences

Corporate Competencies:

• Demonstrates commitment to UNDP’s vision, mission and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Ability to work with multiple stakeholders from a wide range of disciplines and fields, from both developed and developing countries, and having diverse and competing worldviews and interests.

Technical Competencies:

• Advanced knowledge and competence in providing high-level support to project/programme administration and management, including on communication, finance, procurement and human resource-related matters;
• Ability to coordinate the development of high-quality knowledge materials;
• Knowledge in results-based management and results-oriented approaches to project implementation.

Functional Competencies:

Development and Operational Effectiveness, Knowledge Management and Learning, Client Orientation, etc.: 

• Effective written and oral communication skills;
• Good interpersonal and networking skills, ability to establish and maintain effective working relations, supports and encourages open communication in the team, and facilitates team work;
• Ability to rapidly acquire knowledge of organizational policies and procedures relating to the position and to applying them consistently in work tasks;
• Keeps job knowledge up-to-date through self-directed study and other means of learning;
• Results-driven, initiative-taking, ability to work under pressure and to meet deadlines;
• Ability to plan and organise work and establish priorities; remains calm and in control even under pressure, and consistently approaches work with energy and a positive, constructive attitude;
• Informed and sound, transparent decision-making;
• Ability to work under minimum supervision.

Qualifications et expériences requises

Education:

• Secondary education, preferably with specialised training in busines or public administration, international relations, or other closely related field;
• University degree in business or public administration, finance, economics, environmental sciences, international relations, political or social sciences is desirable, but not a requirement.

Experience:

• Minimum of 7 years progressively responsible experience required at the national or international level, providing administrative and management support to project/programme implementation and oversight;
• Experience in financial management and reporting, human resources and procurement, technical report writing and communications experience would be an asset;
• Experience in results-based and results-oriented project implementation and management is is an asset;
• Experience supporting high-profile projects involving government stakeholders is desirable;
• Experience with developing and handling reliable and complex spreadsheets and data bases, and with handling web-based ERP/management systems (preferrably PeopleSoft i.e. ATLAS) is required;
• Experience organising exchange workshops and/or training activities at the international level is required;
• Working experience in an international organization and with developing countries is an advantage, as is knowledge of UNDP policies, procedures and practices;
• Full computer literacy including advanced knowledge of word-processing, spreadsheet and database packages, and web-based management systems;
• Successful completion of UN Clerical Exam.

Language:

• Fluency in English, with good writing and communication skills;
• Knowledge of other UN languages is an asset.