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Programme Assistant (DEX-SC)

Job Category:
Programme Assistants
Career Level:
Job Type:
Full Time
Agency / Project:
Small Grants Programme
Posted On:
06 December, 2007
Last Date to apply:
06 January, 2007
Experience in years
2 to 4

At least 3-5 years of relevant experience in office management, including financial reporting;
Previous working experience with a UN agency an asset.
Good communications and interpersonal skills essential;
Excellent drafting and analytical skills required.Good knowledge of budget control and financial management.
Fluency in the official national language (must be one of the 6 UN languages), and English/second language.


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 . 

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.   
Qualified women are encourage to apply.