Project Assistant

The key environmental challenges facing the Republic of Mauritius (ROM) are climate change, coastal erosion and water management. Climatic change is likely to manifest in a number of ways with severe consequences. Change in the rainfall patterns and intensity, coupled with changing temperature regimes, increase in sea surface temperatures, accelerated sea level rise, incidence of cyclone of greater frequency and intensity are some of the manifestations observed. To combat this phenomenon and be prepared for circumscribing the climate change impacts, the Government of Mauritius has signed a project agreement with the United Nations Development Program (UNDP), for the implementation of a UNDP Adaptation Program (AAP)–Supporting Integrated and Comprehensive Approaches to Climate Change Adaptation in Africa - The Republic of Mauritius (ROM).

The objective of the project is to develop a robust institutional framework for mainstreaming climate change adaptation into core development policies, strategies and plans of the ROM. The outputs of the project are: (i) Dynamic long-term planning mechanisms to manage the inherent uncertainties of climate change introduced; (ii) leadership capacities and institutional frameworks to manage climate change risks and opportunities in a integrated manner at the local, regional and national levels strengthened; (iii) climate-resilient policies and measures in priority sectors implemented; (iv) financing options to meet national adaptation costs expanded at the local, national, sub-regional and regional levels; (v) knowledge on adjusting national development processes to fully incorporate climate change risks and opportunities generated and shared across all levels.The project is funded by the Government of Japan to a tune of US $ 2,987,004 and the activities would be completed by December 2011.

Organisational Context

Under the guidance and direct supervision of the Project Coordinator, the Project Assistant shall provide support to the effective and efficient management to the project ‘Supporting Integrated and Comprehensive Approaches to Climate Change Adaptation in Africa - The Republic of Mauritius (ROM), through a range of actions contributing to the design, planning, management and monitoring of the project activities. The Project Assistant shall apply and promote the principles of results-based management (RBM) as well as client-oriented approaches consistent with UNDP and ROM rules and regulations.

The Project Assistant shall work in close collaboration with the Climate Change Adaptation Unit, the 8 different Working Groups (Environment, Water Resources, Tourism, Disaster Risk Reduction, Finance, Education, Agriculture, Fisheries and Rodrigues), the Climate Change Division of the Department of Environment, Ministry of Environment and Sustainable Development and the UNDP Environment and Energy program Unit, for effective achievement of results, anticipating and contributing to resolving comlex program/project-related issues and information delivery.

The incumbent is expected to exercise full compliance with UNDP and ROM programming, financial procurement and disbursement procedures, administrative rules and regulations, policies, and strategies as well as implementation of the effective internal control systems

1. Planning

• Assist in the preparation and timely submission of quarterly financial consolidated reports, quarterly consolidated progress reports, annual project implementation review reports and other monitoring reports as may be required by the UNDP;
• Assist in dissemination of project reports to and responding to queries from concerned stakeholders;
  Assist in the preparation of progress report on the project for the Steering Committee, Technical Meetings and other meetings;
• Assist in the Implementation Monitoring and Evaluation activities according to work plan and project document;
  Assist in monitoring the project and product quality against established standards and specifications including the project logframe;
• Assist in arranging for audit for all project account for each financial year;
• Assist the project team to conduct post-completion analysis of the project

2. Administrative Management

• Provide support to staff of the adaptation Unit, the members of the Working Groups and other consultants in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, etc);
• Maintain records on all project personnel and local consultants and their respective status (contracts, ToRs, sick leave, vacation, etc.) in accordance with accepted policies and procedures;
• Schedule and arrange meetings and conferences for professionals and/or management staff and notifies interested parties; make travel reservations if needed;
• Establish and maintain office files, logs, index, control index or other information concerning the work under the supervisor’s control;
• Determine needs and order office supplies, equipment, repair and maintenance services;
• Gather data for surveys or perform research on special subjects or projects;
• Update management on status ofadministrative  issues before scheduled meetings;
• Prepare and issue contracts;
• Make pertinent logistical arrangements for the prompt and effective implementation of the program activities;
• Draft minutes of Steering Committee meetings and other meetings;
• Assume overall responsibility for administrative matters of a more general nature, such as registry and maintenance of project files and records;
• Arrange external and internal meetings (including the meetings of the Steering Committee, Technical Working Groups, among others).

3. Financial Management

• Prepare requests for advance of funds and/or direct payments;
• Monitor budget expenditures and maintain a proper record of approved project budgets and their revisions;
• Prepare proposals for budget revisions;
• Prepare and submit expenditure and program budget status reports;
• Assist in responding to queries from the Government and UNDP with respect to financial aspects of the program, liaise with UNDP and Government appointed-appointed and external auditors wherever required;
• Prepare recurring reports as scheduled and special reports as required for budget preparations and audit;
• Advise and assist international and national consultants on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services;
• Assist in liaising with the Ministry of Finance and Economic Empowerment to allocate budget through Program-Based Budget;
• Assist in proper management of funds consistent with UNDP requirements and budget planning and control;
• Undertake other financial and administrative tasks on an ad hoc basis.

4. Procurement

• In accordance with the Work plan arrange for procurement of equipment, supplies and services;
• Review and evaluate applications, petitions, contracts or other documents to determine if prescribed requirements are met for acceptance or approval;
• Arrange for equipment maintenance and insurance as required;
• Ensure that contractual processes follow the stipulated UNDP and Government procedures;
• Physically clear and ensure delivery of equipment and supplies procured for the various program sites;
• Maintain an equipment and spare inventory including verification and transfer when required.

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values.
• Exerts strict adherence to corporate rules, regulations and procedures. Familiarity with the internal control framework and results-based management tools is a must
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Ability to perform a variety of standard tasks related to Results Management, including screening and collecting of projects documentation, projects data entering, preparation of revisions, filing, provision of information
• Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure

Education:

• University Degree in finance, management, science, engineering, or other related fields

Experience

• At least two years of experience is environmental management, climate change adaptation, administrative work, project management or other substantive area is required.
• Previous experience in development assistance or related work for a donor organization, governmental institutions, NGO or private sector / consulting firm is a very strong advantage.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems

Language

• Fluency in English and French (written & spoken)