Background

Effective day-to-day substantive, administrative and financial support to the national 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

 Corporate Competencies:

• Demonstrates commitment to UN’s mission, vision and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

• Good communications and interpersonal skills essential;
• Excellent drafting and analytical skills required;
• Good knowledge of budget control and financial management.

Required Skills and Experience

Education:

• First University degree, preferably in Business Administration or an environmental science field. 

 Experience:

• Minimum 3 years of progressively responsible administrative or programme experience is required at the national or international level;
• Previous working experience with a UN agency is an asset;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems;
• Good knowledge of budget control and financial management.

Language:

• Fluency in English and Kreol; and
• Knowledge of French preferred.

Mode of Application:

Detailed Terms of Reference is available on UNDP website at www.mu.undp.org, or by emailing veronique.bonnelame@undp.org and at the UNDP office Les Palmes Building, 2nd Floor, Victoria.

• Interested and qualified candidates should apply on-line through UNDP jobs website: http://jobs.undp.org;
• Please ensure that you upload your UNDP Personal History Form – P11 (available at www.mu.undp.org (Operations/Jobs) and CV as one attachment in the relevant field of the on-line application.

UNDP reserves the right not to make any appointment following this advertisement.

More information about the GEF-SGP can be found on http://sgp.undp.org.

Only shortlisted candidates will be contacted.  UNDP reserves the right not to make any appointment following this advertisement.