Programme Assistant - (Open to Nationals of Zimbabwe only)


Location : Harare, ZIMBABWE
Application Deadline :20-Dec-13 (Midnight New York, USA)
Additional Category :Sustainable Development and Poverty Reduction
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
03-Feb-2014
Duration of Initial Contract :one year

Background

Effective day-to-day substantive, administrative and financial support to the national Small Grants Programme (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

Functional Competencies:

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.
Building Strategic Partnerships
Maintaining information and databases
  • Analyzes general information and selects materials in support of partnership building initiatives.
Innovation and Marketing New Approaches
Implementing processes and uses products
  • Documents and tracks innovative strategies/best practices/new approaches.
Resource Mobilization
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;
  • Demonstrates good knowledge of information technology and applies it in work assignments.
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;
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
  • 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 Accounting and Finance;
  • University Degree in Business Public Administration, Economic, Environment studies and Social Sciences would be an added advantage.
Experience
  • 5 years of relevant administrative or programme experience including financial reporting is required at a national level;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spread sheet and database packages, experience in handling of web based management systems;
  • Previous working experience with a UN agency is an asset.
Language Requirements
  • Fluency in the official national language(s) and English. Any other language is an advantage.


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.


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