Overview
Support day-to-day programme/project implementation, ensuring conformity to expected results, outputs, objectives and work-plans. Assist in financial management, administrative support, and knowledge management and communication efforts.
Key Responsibilities
- Contribute to day-to-day programme/project implementation.
- Assist in prescreening project concepts and project proposals and evaluate the financial part of project proposals.
- Assist in development and revision of grant application forms and other management tools.
- Advise potential grantees on project preparation processes and guidelines.
- Provide day-to-day support and guidance to new and ongoing projects and its grantees.
- Assist in project implementation, matters related to the grievance redress mechanism, monitoring and evaluation, including participation in field visits.
- Support 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 in reporting regularly to the Central Programme Management Team (CPMT), United Nations Development Programme Country Office (UNDP CO).
- Support the NC in meeting relevant M&E requirements.
- Draft memos and other operational documents on behalf of NC and respond to queries on SGP programme matters.
- Regularly update and maintain SGP project database as well as stakeholders’ database.
- Provide guidance, review, and control the accuracy of supporting documentation of projects’ interim and final financial reports.
- Process payment requests from grantees and vendors.
- Maintain close working contact with respective Regional Focal Point.
- 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.
- Draft annual SGP Country office administrative and project budget proposals.
- Management of the Petty Cash account.
- Enter, extract, transfer data from Quantum 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.
- Procure office supplies, equipment, and furniture.
- Manage and organize everyday office work.
- Establish a proper filing system, maintain SGP country office administrative, financial, and management files.
- Draft routine correspondence and communications and establish filing system to record communications with local stakeholders.
- Provide administrative and operational support to organization of SGP events and activities.
- 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 an updated inventory of all physical assets.
- Provide logistical and administrative support to visiting missions, travel arrangements, and meetings for the NC, NSC.
- Support with the project audit.
- Actively support the SGP country office in the efforts on knowledge management, knowledge networking and visibility of SGP.
- Support NC and NSC in the efforts towards proper recognition of SGP in any KM & Communication material produced by SGP grantees or stakeholders.
- Facilitate the organization of SGP advocacy events, workshops, stakeholders’ dialogues and round tables.
- 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.
- Generate Performance Evaluation Report.
- Support implementation of the project monitoring system.
Required Experience
- Minimum five (5) years (with Secondary education), or two (2) years (with Bachelors’ degree) of progressively responsible administrative or programme experience is required at the national or international level.
- Demonstrated experience and ability to review and edit documents, and ability to produce meeting reports identifying key actions is required.
Qualifications
- Secondary education is required.
- A first level university degree (bachelor’s degree or equivalent) in Business or Public Administration, Environmental and Social Science will also be given due consideration, but it is not a requirement.
- A certificate in Business Administration/ Accounting or Finance will provide distinctive advantage to the candidate
