| Description |
BIODIVERSITY PROJECT ASSISTANT
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| Location : |
Harare, ZIMBABWE |
| Application Deadline : |
27-Jul-12 |
| Type of Contract : |
Service Contract |
| Post Level : |
SB-2 |
Languages Required :
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English |
| Duration of Initial Contract : |
1 year |
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Background
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Zimbabwe has been Party to the Convention on Biological Diversity (CBD) since 1992. The 3-year “Biodiversity Planning” project addresses the country’s need to continue to fulfill its obligations under the CBD, with particular focus on the Convention’s Article 6 and the CBD COP Decision X/2. Above all, the project is a significant contribution to Zimbabwe’ efforts towards implementing the CBD Strategic Plan 2011-2020 at the national level. The project builds on the current status and achievements of Zimbabwe with respect to biodiversity planning and reporting. It aims to integrate Zimbabwe obligations under the CBD into its national development and sectoral planning frameworks through a renewed and participative ‘biodiversity planning’ and strategizing process. This process is expected to produce measurable targets for biodiversity conservation and sustainable use. It will equally ensure that the value of ecosystems’ goods and services, as well as the challenges and opportunities for ecosystem-based adaptation and resilience are taken into consideration in the process. The project will achieve its objective through the implementation of three components, whose activities are thoroughly described in the GEF approved proposal for Biodiversity Enabling Activity (BD EA). They are: (1) A participative stocktaking exercise on biodiversity planning takes place and national biodiversity targets are developed in response to the global Aichi Targets; (2) The NBSAP is revised/updated and it fully integrates new aspects of the CBD strategic plan, such as mainstreaming and anchoring the implementation of the plan into national development frameworks, valuing ecosystem services and promoting ecosystem-based adaptation and resilience; and (3) National frameworks for resource mobilization, Convention reporting and exchange mechanisms are strengthened.
The project requires the services of a Project Assistant for a period of one year (renewable).
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Duties and Responsibilities
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1. Provision of administrative support to the Biodiversity project which involves:
- Preparation and circulation of minutes and any other documentation necessary for Project Board meetings and any other project related meetings.
- Compiling background material, working papers and statistical data for briefing sessions.
- Drafting routine correspondence and following up and responding to queries on project matters.
- Maintaining project files for technical and financial records and keeping information and reference material in a manner which allows easy reference and retrieval.
- Maintaining a consultants’ database for the project.
2. Provision of support to the efficient management of the Biodiversity Project including the following:
- Supporting the preparation of workplans, progress reports including financial reports and obtaining necessary approvals and authorisations.
- Arranging project visits and preparing reports including travel administration functions.
- Assisting with preparing for training sessions.
- Supporting procurement of goods and services including contracts administration.
- Maintaining an asset register for project equipment.
- Collecting, maintaining and updating data relevant to the project.
- Assisting in the execution of project evaluations including preparing for evaluation missions and necessary meetings.
3. Ensuring effective financial delivery of project through:
- Preparation payment requests to UNDP including adequate supporting documentation and follow up on status.
- Maintaining up to date project expenditure records.
- Following up on project financial authorization.
- Providing project information and data as requested by audit missions.
4. Supporting resource mobilization efforts by:
- Assisting in analysis and research of donor information.
- Creating and maintaining donors’ database.
- Establishing contact and maintaining links with current and potential donors.
- Providing any relevant information to donors about the Project.
5. Support knowledge building and knowledge sharing by:
- Supporting the establishment and maintenance of the Clearing House Mechanism.
- Assisting with contributions to global and national networks.
- Organizing knowledge sharing workshops/meetings.
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Competencies
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Operational Effectiveness:
- Ability to perform a variety of repetitive and routine tasks and duties related to project support.
- Ability to review data, identify and adjust discrepancies.
- Ability to handle a large volume of work possibly under time constraints.
- Good knowledge of administrative rules and regulations.
- Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required.
- Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service.
- Ability to organize and complete multiple tasks by establishing priorities.
Managing Data:
- Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases.
- Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative.
- Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy.
- Interprets data, draws conclusions and/or identifies patterns which support the work of others.
Managing Documents, Correspondence and Reports:
- Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software.
- Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction.
- Shows sound grasp of grammar, spelling and structure in the required language.
- Ensures correspondence, reports and documents comply with established UN standards.
- Ability to produce accurate and well documented records conforming to the required standard.
Planning, Organizing and Multi-tasking:
- Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships.
- Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
- Demonstrates ability to quickly shift from one task to another to meet multiple support needs.
- Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support.
- Promoting learning and knowledge management/sharing is the responsibility of each staff member.
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Required Skills and Experience
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Education:
- Secondary Education preferably with specialized certification in Accounting and Finance. University degree in Public Administration, Business, Finance would be desirable.
- 4 years or more of relevant administrative or project experience is required at the national or international level. Experience in office management, equipment, usage of computers and office software packages (E-mail/Internet, MS Word, Excel, Publisher etc.) and knowledge of spreadsheet and database packages and in handling of web-based management systems.
- Knowledge and experience of Government and UNDP project administration procedures will be an asset. Experience in Biodiversity programming will be an added advantage
N.B. UNDP Zimbabwe reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP Zimbabwe at the same grade level and with similar job description, experience and education requirements.
QUALIFIED AND EXPERIENCED FEMALE CANDIDATES ARE ENCOURAGED TO APPLY.
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UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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