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.