Under the overall guidance of the National Coordinator, the Programme Associate ensures effective delivery of the Global Environment Facility (GEF) Small Grants Programme (SGP) Full-sized Project by entering and managing data and supporting programme implementation consistent with UNDP rules and regulations.
The Programme Associate can supervise clerical and support staff of the Programme Unit. The Programme Associate works in close collaboration with the operations, programme and project staff in the Country Office (CO) and United Nations Officer for Project Services (UNOPs) Central Programme Management Team (CPMT) as required for resolving complex finance-related issues and exchange of information.
| |
Duties and Responsibilities | |
Summary of key functions:
1. Function / Expected Results: Support to formulation of programme strategies and implementation of the GEF SGP Full-sized Project
ø Support collection of Presentation of background information for formulation of GEF SGP Full-sized Project draft project documents, work plans, budgets, proposals on implementation arrangements.
2. Function / Expected Results: Provides effective support to management of the GEF SGP Full-sized Projectfocusing on achievements of the following results:
ø Keep office operations uninterrupted in the absence of the National Coordinator.
ø Prepares Memorandum of Agreements for signature by the grantees
ø Assist National Coordinator with coordination of Workplans, TORS and budgets by grantees.
ø Assist the National Coordinator in induction trainings for the grantees, including financial processes and reporting guidelines
ø Study and analysis incoming financial and progress reports for compliance
ø Ensure regular follow-up on delayed grantee reports for prompt grant disbursements alerting National Coordinator for necessary intervention
ø Regular up-date of global database with new grantee details, uploading MOAs and NSC minutes accordingly
ø Taking minutes of the National Steering Committee meetings and finalization of the same.
ø Taking minutes at other meetings/initiatives such as the Indigenous Communities Conservation Areas (ICCA’s) meetings as necessary
ø Participate in programme meetings and representing the National Coordinator at other external meetings as necessary.
ø Preparation of project briefs on request by National Coordinator or CO especially during special project visits by NY visitors.
ø Assist the National Coordinator with monitoring/field appraisals and preparation of Back to Office reports.
ø Contribute to preparation of SGP Pro-doc as necessary
ø General administrative functions such as drafting official communication and responding to general inquiries
ø Maintaining an appropriate filing system, grants tables and other databases
ø Providing necessary support and material during programme audits.
3. Function / Expected Results: Provide administrative support to the Programme Unit
ø Liaise with UNDP CO on new procedures/requirements and ensure GEF SGP Full-sized Project compliance on procurements, security, mandatory training and financial processes.
ø Respond to CO and UNON requests for information/feedback on staff or project matters.
ø Respond to external funding queries; emailing project proposal guidelines and other publicity material
ø Maintain all project files and databases
ø In liaison with CO, initiatiate procurement of all office furniture and equipment
ø Handle logistics for project meetings, workshops; travel and DSA arrangements.
4. Function / Expected Results: Undertake Atlas financial processes and assist with budget preparation and review
ø Assist National Coordinator in preparation of the Annual Administrative budget for submission to NY for approval
ø Process all vendor and grant disbursements, ensuring that all documentation and background info is availed to CO finance.
ø Act as Petty cash custodian for the project ensuring that replenishment is timely.
ø Ensure efficient grant payment tracking mechanism to avoid project implementation delays and ensure that disbursements are on time, following-up on financial and progress reports as necessary
ø Create vendors in atlas and get approvals from NY
ø Preparation of Purchase Orders (POs) in compliance with UNOPS , (NY office) and CO regulations, preparing the Atlas notifications, dispatching POs and receipting them before submission to CO for payment processing
ø Tracking admin budget balances from blanket requisition and keeping NY office informed of any necessary changes/revisions to budget.
ø Timely corrective actions on POs
5. Function / Expected Results: Facilitate knowledge building and knowledge sharing, including assisting with preparation of project newsletters, brochures and publicity materials.
ø Contribute material and research to on ongoing projects for preparation of project briefs, newsletters and other publicity material
ø Organization of trainings workshops for grantees
ø ø Sound contribution to knowledge networks and communities of practice
ø Assist in updating the programme website.
| |
Competencies | |
Functional Competencies:
Advocacy/Advancing A Policy-Oriented Agenda
Level 1.1: Support the preparation of information for advocacy
Results-Based Programme Development and Management
Level 1.1: Contributing to results through provision of information
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
Innovation and Marketing New Approaches
Level 1.1: Implementing processes and uses products
Documents and tracks innovative strategies/best practices/new approaches
Responds positively to new approaches
Resource Mobilization (Field Duty Stations)
Level 1.1: 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
Level 1.1: Basic research and analysis
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
Global Leadership and Advocacy for UNDP’s Goals
Level 1.1: Research and analysis
Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences
Client Orientation
Level 1.1: 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
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
Advanced Security in the Field training and ICDL
| |
Required Skills and ExpertiseEducation: | |
Secondary Education, preferably with specialized training in Administration or Accounting. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.
| |
Experience: | |
6 years of progressively responsible administrative or programme experience is required at the national or international level. 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.
| |
Language and IT Skills: | |
| Fluency in English and language of the duty station. |
Programme Associate - Small Grants Programme
![Programme Associate - Small Grants Programme]()
Reviewed by Unknown
on
3:09:00 AM
Rating:
