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:

  • At least 3-5 years of relevant experience in office management, including financial reporting;
  • Previous working experience with a UN agency is an asset.

Skills:

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

Language:

  • Fluency in English and French;
  • Any other language is an advantage.

IT Skills:

  • Excellent knowledge of MS Office, database and Internet use.

Mode of Application:

Detailed Terms of Reference is available on UNDP website at www.mu.undp.org,

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

Candidates failing to abide by instructions mentioned in the mode of application, will not be considered.

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.