UNOPS hiring Programme Assistant.
Job description
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 NC in prescreening project concepts and project proposals, and evaluate the financial part of the project proposals;
- Assist the NC in development and revision of grant application forms and other management tools, requirements of the programme and other SGP documents
- Advise potential grantees on project preparation processes and guidelines, and report to NC and NSC on project development activities, as required;
- Provide day-to-day support and guidance to new and ongoing projects and its grantees, as required;
- Assist the NC in project implementation, monitoring and evaluation, including participation in field visits;
- Support on 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 NC in reporting regularly to the CPMT, UNOPS and UNDP CO, and assist NC in timely preparation of annual monitoring survey, and other CPMT / UNOPS surveys and reports as required;
- Draft memos and other operational documents on behalf of NC, and respond to queries on SGP programme matter;
- Regularly update and maintain SGP project database as well as stakeholders’ database;
Financial Management
- Provide guidance, review, and control the accuracy of supporting documentation of projects’ interim and final financial reports, such as invoices, and advise the NC as required
- Process payment requests from grantees and vendors through obtaining necessary clearances and authorizations and ensuring payments are effected promptly, and in accordance with SGP Standard Operation Procedures ;
- Maintain close working contact with respective UNOPS Regional Focal Point and seek her/his support, advice and guidance on how better to operate OneUNOPS in accordance with SGP SOPs, if needed.
- 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 to ensure compliance with approved yearly budget.
- Draft annual SGP Country office administrative and project budget proposals;
- Management of the Petty Cash account with proper documentation and proper tractable records.
- Enter, extract, transfer data from OneUNOPS 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.
Administrative Functions
- Procure office supplies, equipment, and furniture adhering to SGP SOPs procurement rules and regulation;
- Manage and organize everyday office work.
- Establish a proper filing system, maintain SGP country office administrative, financial, and management files and update them with original documentation or copy of the original documentation as necessary. Special focus on:
- Establish and maintain a separate folder with all NSC meetings signed minutes that approve new SGP granted project
- Establish and maintain projects filing system containing original MOAs and amendments, original or copies of interim and final reports with all supporting documents, and mission reports or evaluation documents.
- Establish and maintain financial folder for all SGP country office financial transactions.
- Maintain personnel files, performance evaluation reports, leave records, and other pertinent personnel/consultant records
- Draft routine correspondence and communications and establish filing system to record communications with local stakeholders;
- 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 and updated inventory of all physical assets and register all inventory in the asset inventory sheet.
- Provide logistical and administrative support to visiting missions, travel arrangements, and meetings for the NC, NSC, adhering to SGP SOPs procurement rules and regulation;
- Knowledge Management and Communication
- Actively support the SGP country office in the efforts on knowledge management, knowledge networking and visibility of SGP;
- In accordance with SGP branding guidelines, support NC and NSC in the efforts towards proper recognition of SGP in any KM & Communication material produced by SGP grantees or stakeholders.
- Facilitate 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.
Job requirements
Education:
- A high school diploma with additional experience is required. University degree, preferably in Business Administration or an environmental science field is desirable.
Experience:
- Candidate should be a national or naturalized citizen of the country.
- At least 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.
Language Requirements:
- Fluency in the official national language, and English, French, or Spanish.
Application deadline: 26/01/2021
Pour postuler à ce poste veuillez visiter ce lien: https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=34679&HRS_JO_PST_SEQ=1&hrs_site_id=2
