Overview
Support the day-to-day implementation of the Small Grants Programme (SGP) by contributing to project activities, financial management, and administrative tasks.
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 and report on development activities.
- Provide support and guidance to ongoing projects and grantees.
- Assist in project implementation, monitoring, and evaluation, including field visits.
- 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 (UNDP CO).
- Support M&E requirements, including PIR, MTR, and TE.
- Draft memos and respond to queries on SGP programme matters.
- Update and maintain SGP project and stakeholder databases.
- Review accuracy of project financial reports and process payment requests.
- 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.
- Draft routine correspondence and communications.
- Provide administrative and operational support for SGP events and activities.
- Prepare background information and compile material for the NC and NSC.
- 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 project audits.
- Actively support SGP country office efforts on knowledge management, networking, and visibility.
- Support NC and NSC in efforts towards proper recognition of SGP in KM & Communication material.
- Facilitate the organization of SGP advocacy events, workshops, and dialogues.
- Assist in drafting articles and publications.
- Participate at events for SGP information dissemination.
- Maintain and update SGP website and UNDP CO website information.
- 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.
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.
