Sub-Regional Programme Associate- Global Environment Facility/ Small Grants Programme

1. Support to Programme Implementation

• Provide overall programme planning, project design, appraisal and implementation support in line with the approved Country Programme Strategy of each SGP country in the sub-region and the SGP Operational Guidelines. This includes pre-screening of project concepts, appraisal of project proposals, workplan and budgets to ensure project soundness and cost-effectiveness;
• Officially act as Officer-in-Charge during Sub-Regional Coordinator's absence;
• Develop necessary management and monitoring tools and systems to meet programme management requirements;
• Advise potential grantees on technical project preparation issues, and report to SRC and NSC/NFG on project development activities, as required;
• Provide technical support and advise to National Focal Persons for the sub-region countries;
• Provide technical and operational support to grantees and NFPs, as required, including completion of quarterly progress and financial reports;
• Assist the SRC in project implementation and monitoring and actively participate in field visits for project preparation and monitoring;
• Organize and manage SGP advocacy events, workshops, round-tables, missions for SRC and other SGP events;
• Liaise with NGOs, governmental institutions, donors, other SGP stakeholders, and participate at events for SGP information dissemination purposes;
• Prepare articles, publications, speeches, letters, memos and other documents on behalf of the SRC, and respond to queries on SGP programme matter;
• Create and maintain SGP project database and SGP stakeholders database;
• Prepare articles for and update the SGP website, and contribute to the UNDP CO website with SGP information;
• Support and assist the SRC and Programme Assistant as and when needed.

2. Financial Management

• Ensure the programme's sound financial integrity through close monitoring of the overall SGP grant approvals, expenditures and commitments, and effectively manage the SGP sub-regional operational budget;
• Review financial reports submitted by grantees and advise the SRC as required;
• Prepare the annual administrative budget proposals for review by SRC and NFPs in the subregion and submission to CPMT/UNOPS;
• Review payment requests from grantees and vendors, obtain necessary clearances and authorizations, and ensure prompt payments by UNDP CO;
• Prepare and maintain the grant disbursement table and calendar;
• Enter, extract, transfer data from ATLAS and SGP database and produce management reports as required;
• Assist the SRC in managing funds from co-financiers and preparing periodic reports to these co-financiers;
• Assist the SRC in reviewing progress quarterly or monthly reports from NFPs on their work for SGP and provide summary to SRC;
• Prepare all information requested by the SRC as per requirements of the Operational Guidelines and the SGP Monitoring and Evaluation Framework;
• Provide other financial reports as required.

3. 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 SRC / NFP and NSC/NFG
• Ensure flow of information and dissemination of materials with all concerned;
• Follow-up of travel arrangements and DSA payments for the SRC and NSC/ NFG members;
• Follow-up on payments of honorarium to NFPs in the sub-region when they are due monthly;
• 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, including Programme Assistant, and visiting missions, as required.

4. Knowledge Management

• Actively support the SGP and the NSC/NFG teams in their effort towards knowledge management and participate in the SGP Knowledge networking;
• Assist the SRC in compiling success stories and lessons learned for wider sharing globally;
• Systematically enhance and broaden own knowledge in the five SGP focal areas to better support the SRC/NFPs and NSC/NFGs;
• Take notes and prepare minutes within 72 hours of the NSC/NFG meetings;
• Prepare all workshop reports for review and approval by SRC;
• Prepare meeting agendas in consultation with the SRC.

General

• Collaborate with UNDP CO Programme Staff as deemed necessary;
• Collaborate and maintain a healthy relationship with all UNDP Staff;
• and perform any other task related to this position as may be assigned by the SRC from time-to-time.
  
  
  
  

Skills

• Good communications and interpersonal skills essential
• Excellent drafting and analytical skills required
• Good knowledge of budget control and financial management
• Excellent people skills and ability to work under pressure

IT Skills

• Excellent knowledge of MS Office, database and internet use
• Website management
• Spreadsheets / publishing programme (advantage)
• Experience in workshop facilitation will be an asset

Other

• Honest; highly motivated; very good communication skills; excellent writer and speaker of the English Language

   

Education

• A diploma or Bachelor's Degree, preferably Environmental Management / Studies or relevant science field; and/or Business Administration

Experience

• At least 5 years experience in office and field management position for persons with a Diploma and 3 years experience in a managerial position for persons with first degree
• At least 3 years experience working with NGOs and/or Community-based organizations
• Previous working experiences with a UN agency an asset

Language Requirements

• Fluency in both spoken and written English and Samoan is desirable