Job Identification : 11652

Locations : Guinea-Bissau

Posting Date : 06/21/2023, 10:51 PM

Apply Before : 07/06/2023, 03:59 AM

Job Schedule : Full time

Agency : UNDP

Grade : NPSA-6

Vacancy Type : National Personnel Service Agreement

Practice Area : Nature, Climate and Energy

Bureau : Regional Bureau for Africa

Contract Duration : 1 Year with Possibility for extension

Education & Work Experience : Bachelor’s Degree – 3 year(s) experience OR High School certificate- 6 year(s) experience

Required Languages : Portuguese

Desired Languages : French or English

Vacancy Timeline

2 Weeks

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The Small Grants Programme (SGP), implemented by the UNDP and operated by UNOPS, is funded primarily by the Global Environment Facility (GEF). The Seventh Operational Phase of implementation (OP7) of the SGP requires the existence of a strategy and baseline assessment from which key components and priority projects linked to the operational program will be identified.

The objective of the SGP is to provide grants to communities, to support conservation actions and sustainable use of natural resources and of the environment. The OP7 SGP programme goal is promote and support innovative, inclusive, and impactful initiatives, and foster multi-stakeholder partnerships at the local level to tackle global environmental issues in priority landscapes and seascapes.

The Programme Associate ensures the effective execution of the programme through data entry and management and support for the execution of the programme activities in accordance with UNDP rules and procedures. he/she ensures all administrative operational work as well as the secretariat of the Programme. He/she advises and assists/assists representatives of NGOs/ and Community Basic Organizations (OCB) on the functioning of SGP as well as on project formulation techniques. These responsibilities include, inter alia, technical support to beneficiaries and monitoring evaluation of micro-projects.

Under the overall guidance and supervision of National Coordinator, the Programme Associate provides effective day-to-day technical, administrative, financial, and knowledge management support to the SGP country programme to ensure effective and efficient operation and management of the GEF-SGP country programme portfolio with partners.

Duties and Responsibilities:

The Programme Associate will assume the tasks and responsibilities as follows:

•  Support to Programme Implementation
•  Financial Management
•  Administrative Functions
•  Knowledge Management and Communication

Description of Responsibilities :

1) Support to Programme Implementation to achieve the following results:

•  Contribute to day-to-day support to programme/project implementation and ensuring conformity to expected results, outputs, objectives, and work-plans.
•  Assist the NC in pre-screening project concepts and project proposals and evaluate the financial part of the project proposals.
•  Assist the NC in development and revision of grant application forms and other management tools, requirements of the programme and other SGP documents.
•  Advise potential grantees on project preparation processes and guidelines, and report to NC and NSC on project development activities, as required.
•  Provide day-to-day support and guidance to new and ongoing projects and its grantees, as required.
•  Assist the NC in project implementation, monitoring, and evaluation, including participation in field visits.
•  Support on organization and preparation of minutes of NSC meetings and other SGP events.
•  Maintain contacts and professional working relationship with NGOs, governmental institutions, donors, other SGP stakeholders.
•  Assist NC in reporting regularly to the CPMT, UNOPS and UNDP CO, and assist NC in timely preparation of annual monitoring survey, and other CPMT / UNOPS surveys and reports as required.
•  Draft memos and other operational documents on behalf of NC and respond to queries on SGP programme matter.
•  Regularly update and maintain SGP project database as well as stakeholders’ database.

2) Provided Financial Management to achieve the following outcomes:

•  Provide guidance, review, and control the accuracy of supporting documentation of projects’ interim and final financial reports, such as invoices, and advise the NC as required.
•  Process payment requests from grantees and vendors through obtaining necessary clearances and authorizations and ensuring payments are effected promptly, and in accordance with SGP Standard Operation Procedures.
•  Maintain close working contact with respective UNOPS Regional Focal Point and seek her/his support, advice, and guidance on how better to operate OneUNOPS in accordance with SGP SOPs, if needed.
•  In collaboration with the NC, maintain financial integrity of the programme, implement, and monitor accounting system and databases of SGP country operational budget.
•  Prepare and maintain the grant disbursement table and calendar; as well as track the Country Operating Budget to ensure compliance with approved yearly budget.
•  Draft annual SGP Country office administrative and project budget proposals.
•  Management of the Petty Cash account with proper documentation and proper tractable records.
•  Enter, extract, transfer data from OneUNOPS and SGP database and produce reports as required.
•  Follow up of travel arrangements and DSA payments for NC and NSC members.
•  Provide other financial reports as required.

3) Provides Administrative Functions to achieve the following outcomes:

•  Procure office supplies, equipment, and furniture adhering to SGP SOPs procurement rules and regulation.
•  Manage and organize everyday office work.
•  Establish a proper filing system, maintain SGP country office administrative, financial, and management files and update them with original documentation or copy of the original documentation as necessary. Special focus on:
•  Establish and maintain a separate folder with all NSC meetings signed minutes that approve new SGP granted project.
•  Establish and maintain projects filing system containing original MOAs and amendments, original or copies of interim and final reports with all supporting documents, and mission reports or evaluation documents.
•  Establish and maintain financial folders for all SGP country office financial transactions.
•  Maintain personnel files, performance evaluation reports, leave records, and other pertinent personnel/consultant records.
•  Draft routine correspondence and communications and establish filing system to record communications with local stakeholders.
•  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.
•  Maintain and updated inventory of all physical assets and register all inventory in the asset inventory sheet.
•  Provide logistical and administrative support to visiting missions, travel arrangements, and meetings for the NC, NSC, adhering to SGP SOPs procurement rules and regulation.

4) Facilitate Knowledge Management and Communication to achieve the following results:

•  Actively support the SGP country office in the efforts on knowledge management, knowledge networking and visibility of SGP.
•  In accordance with SGP branding guidelines, support NC and NSC in the efforts towards proper recognition of SGP in any KM & Communication material produced by SGP grantees or stakeholders.
•  Facilitate organization of SGP advocacy events, workshops, stakeholders’ dialogues, and roundtables.
•  Assist in drafting articles and publications with proper recognition of SGP.
•  Participate at events for SGP information dissemination purposes.
•  Maintain, update, or provide valid SGP information for the SGP website, SGP Global database and UNDP CO website.

Institutional Arrangement:

Under the supervision of the National Coordinator (NC), the Program Associate will be responsible for supporting and monitoring the GEF/GSP’s interventions in achieving its objectives

Competencies:

Core Competency

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.

Learn Continuously:

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.

Adapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.

Act with Determination:

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.

Enable Diversity and Inclusion:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical competencies :

Project Management:

Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.

Partnership Management :

Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies.

Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.

Event planning and execution :

Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP’s overall brand and mandate.

Relationship management :

Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.

Events management :

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Budget management :

Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Required Skills and Experience:

Education:

•  High School Diploma with specialized certification in Accounting and Finance; OR;
•  University degree in business, management or public administration or other related field is an added advantage.

Experience:

•  6 years with High School Diploma or 3 Years with University degree of relevant work experience in administrative, programme and/or management support in an international organization and/or a non-governmental organization and/or the private sector.
•  Knowledge of the environment and natural resources, as well as knowledge of the national system of protected areas.

Required Skills:

•  Excellent interpersonal skills: being able to listen and collaborate with a wide range of players, being able to work independently, being pro-active and taking initiative.
•  Ability to manage workload individually and collaborate with a wide range of colleagues while meeting deadlines.
•  Excellent writing skills, as well as strong analytical aptitude and strong communication skills.
•  Excellent computer skills (MS Word, Excel, PowerPoint, internet, e-mail) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems are required.

Desired skills in addition to the competencies covered in the Competencies section:

•  Demonstrated work experience in project work in a national or international setting.
•  Previous experience working in a and institutions that work with the environment and natural resources and multilateral organization is an asset.
•  Work with the most vulnerable communities is desirable.
•  Experience in administrative, budget control and financial management.

Language Requirements:

•  Fluency in Portuguese language.
•  Good knowledge of either French or English Languages is desirable.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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