Overview
Support the day-to-day implementation of the GEF Small Grants Programme (SGP), ensuring conformity to expected results and assisting with project concept prescreening, financial evaluation, and grantee guidance.
Key Responsibilities
- Contribute to programme/project implementation, ensuring conformity to expected results.
- Assist in prescreening project concepts and evaluating financial proposals.
- Advise potential grantees on project preparation processes.
- Provide support and guidance to ongoing projects and grantees.
- Assist in project implementation, grievance redress, monitoring, and evaluation.
- Support the organization and preparation of meeting minutes and SGP events.
- Maintain contacts with NGOs, governmental institutions, donors, and other stakeholders.
- Assist in reporting to the Central Programme Management Team (CPMT) and UNDP Country Office.
- Update and maintain SGP project and stakeholder databases.
- Provide guidance, review, and control accuracy of project financial reports.
- Process payment requests from grantees and vendors.
- Maintain financial integrity of the programme and monitor accounting systems.
- Prepare and maintain grant disbursement tables and track the Country Operating Budget.
- Draft annual SGP Country office administrative and project budget proposals.
- Manage the Petty Cash account.
- Enter, extract, and transfer data from Quantum and SGP database.
- Follow up on travel arrangements and DSA payments.
- Procure office supplies, equipment, and furniture.
- Manage and organize everyday office work.
- Establish and maintain filing systems for administrative, financial, and management files.
- Establish and maintain project filing systems with MOAs, reports, and mission documents.
- Establish and maintain financial folders for all SGP country office financial transactions.
- Maintain personnel files, performance evaluation reports, and leave records.
- Draft routine correspondence and communications.
- Provide administrative and operational support for SGP events and activities.
- Prepare background information and documentation.
- Ensure flow of information and dissemination of materials.
- Maintain an updated inventory of all physical assets.
- Provide logistical and administrative support to visiting missions, travel arrangements, and meetings.
- Support with project audits.
- Support knowledge management, networking, and visibility of SGP.
- Facilitate the organization of SGP advocacy events, workshops, and dialogues.
- Assist in drafting articles and publications.
- Maintain and update SGP website and Global database information.
- Generate Performance Evaluation Reports.
- Support the 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.
- Experience in project management/support at the rural/local community level is an asset.
- Experience in monitoring and evaluation and results-based management tools with a background and interest in the analysis of development issues and related policy matters will be an added advantage.
- 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 is an asset.
- Experience in supporting programme financial management is an advantage.
- Experience in providing operational support, including event management and logistics, is an advantage.
Qualifications
- Secondary education is required or 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.
