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.

Devoirs et responsabilités

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.


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.

Qualifications et expériences requises

  • 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.
  • 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.