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.
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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.
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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.
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