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SGP Programme Assistant

Job Category:
Programme Assistants
Career Level:
Job Type:
Full Time
Agency / Project:
Small Grants Programme
Posted On:
20 May, 2008
Last Date to apply:
03 June, 2008
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
Excellent knowledge of MS Office, database and Internet use.


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.   

Must Degree Degree Level Country Description
YesGraduationBachelors Degree (2-3 Years)First University degree, preferably in Business Administration or an environmental science field.