Sierra Leone: SGP Programme Assistant

Mar 31, 2015 | Global Environment Facility - Small Grants Programme
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Effective day-to-day substantive, administrative and financial support to the national SGP team and the National Steering Committee 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.

Location :            Freetown, SIERRA LEONE

Application Deadline :  08-Apr-15

Type of Contract :            Service Contract

Post Level :         SB-3

Languages Required :    English 

Starting Date : (date when the selected candidate is expected to start) 01-May-2015

Duration of Initial Contract :       One Year

Duties and Responsibilities

Key Results Expected/Major Functional Activities:

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 PM in prescreening project concepts and project proposals, and evaluate the financial part of the project proposals;
  • Assist the PM 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 PM 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 PM in project implementation and monitoring, including participation in field visits;
  • Organize SGP advocacy events, workshops, round-tables, missions forPM 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 PM, 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 PM 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 PM and NSC;
  • Ensure flow of information and dissemination of materials with all concerned;
  • Follow up of travel arrangements and DSA payments for thPM 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 UNDP’s mission, vision and values;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning:

  • Shares knowledge and experience;
  • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.

 Development and Operational Effectiveness:

  • Ability to perform a variety of standard tasks related to Results Management, including screening and collecting of programme/ projects documentation, projects data entering, preparation of revisions, filing, provision of information;
  • Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems;
  • Good knowledge of Results Management Guide and Toolkit.

Leadership and Self-Management:

  • Focuses on result for the client and responds positively to feedback;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Remains calm, in control and good humored even under pressure;
  • Actively support the SGP and the NSC teams in their efforts towards knowledge management and knowledge networking;
  • Good communications and interpersonal skills essential;
  • Good knowledge of budget control and financial management.

Required Skills and Experience

Education:

  • High School Certificate /Diploma in the relevant field;
  • A first level University degree, preferably in Business Administration or an environmental science field of study, will be a distinct advantage but is NOT a requirement.

Experience:

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

IT Skills:

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

Language:

  • Fluency in English (Written and spoken).