Job: Programme Assistant

Location: Roseau, Dominica 
Deadline: Tuesday, 08 October 2013 

Description

UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding, humanitarian and development operations that matter for people in need. Working in some of the world's most challenging environments, UNOPS vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness. By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground. UNOPS employs more than 6000 personnel and on behalf of its partners creates thousands more work opportunities in local communities. With its headquarters in Copenhagen, Denmark, a network of five regional offices and a further 20 operations and project centres, UNOPS oversees activities in more than 80 countries. UNOPS is committed to achieving a truly diverse workforce.

Background information - GPSO

Based in Copenhagen, Denmark, the Global Partner Services Office (GPSO) develops and manages a portfolio of projects and services delivered in various locations across the globe. GPSO supports partners such as the World Bank, the European Union, the Department of Peacekeeping operations, the United Nations Mine Action Service, the Global Fund, and the Millennium Challenge Corporation, amongst others. This global portfolio constitutes a substantial volume of UNOPS project delivery. Background Information - Small Grants Cluster

Small Grants Cluster

UNOPS executes the UNDP-implemented Small Grants Programme though the Small Grants Cluster. Funded by the Global Environment Facility, the Small Grants Programme efficiently channels direct grants to non-governmental and community-based organizations to help them cope with climate change; conserve biodiversity; protect international waters; reduce the impact of Persistent Organic Pollutants; and prevent land degradation. Helping communities with their initiatives for sustainable livelihoods while generating global environmental benefits is the core inspiration of the Small Grants Programme.

Functional Responsibilities

• The incumbent reports to the National Coordinator, GEF Small Grants Programme.
• The incumbent's duties include the effective day-to-day substantive, administrative and financial support to the national SGP team and the National Steering Committee to ensure the smooth operation and management of the GEF-SGP (Global Environment Facility – Small Grants Programme) programme portfolio, timely and efficient response to queries from different grantees and stakeholders, closely monitoring the achievement of the national annual SGP delivery and co-financing targets, and updating of relevant databases.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS. UNOPS is committed to achieving a truly diverse workforce.

Functional Responsibilities:

• 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.

Education/Experience/Language requirements

• Minimum educational requirement is Secondary Education.
• First University Degree preferably in Business Administration or an Environmental Science field is an asset.
• At least 3-5 years of relevant experience in office management, including financial reporting;
• Previous working experience with a UN agency or NGO an asset.
• Fluency in English and knowledge of local language is required.

Contract type, level and duration

Contract type: LICA Contract level: LICA-3 Contract duration: 6 months with possibility of extension For more details about the ICA contractual modality, please follow this link: http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Contractor-Agreements-ICAs.aspx Additional Considerations

• Please note that the closing date is midnight Copenhagen time (CET)
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS reserves the right to appoint a candidate at a level below the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

More Info and Application