Project Support Specialist

Result of Service

The specialist will facilitate the achievement of the following objectives: • Provide organizational support to finalise and help implement assigned deliverables. • Support coordination with U4E partners to ensure smooth implementation of projects. • All written outputs will be delivered electronically in Microsoft Office formats.

Work Location

Remote

Expected duration

12 months

Duties and Responsibilities

1. General Background The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. The Energy and Climate Branch (ECB), located within the Industry and Economy Division, supports developing countries to improve energy efficiency and increase use of renewable energy as part of their efforts to achieve low-carbon and climate-resilient development pathways. It does so by providing guidance on sound policy, technology and investment choices, and by facilitating knowledge generation and sharing, capacity building, peer learning and through technical assistance to developing countries.     2. Purpose and Scope of Assignment United for Efficiency (U4E) is a global initiative launched in 2015 to help developing and emerging markets quickly and comprehensively transition to energy-efficient and climate-friendly lighting, appliances, and equipment. Well-designed policies and business models transform markets by enabling them to leapfrog past outdated practices and technologies to superior, cost-effective alternatives. UNEP leads U4E with funding from the Global Environment Facility, Green Climate Fund, Kigali Cooling Efficiency Program, and foreign assistance agencies. In national and regional projects around the world, U4E promotes an Integrated Policy Approach that includes minimum energy performance standards; product labelling and communications; financial mechanisms; market monitoring, verification of product performance and enforcement of regulations; and environmentally sound management and safe handling of products. Neighbouring countries are encouraged to align policies and collaborate where practicable. At the global level, U4E develops tools, capacity building and awareness raising to accelerate the transition to energy-efficient and low-carbon solutions. U4E has a diverse and growing portfolio of activities on sustainable refrigeration and space cooling. Examples include ECOFRIDGES Green On-Wage (GO) financial mechanism in Ghana and financial mechanism in Ghana and On-Utility Bill financing in Senegal, Rwanda Cooling Initiative, the African Centre for Excellence for Sustainable Cooling and Cold Chain (ACES) and Model Regulation Guidelines, among others. To ensure smooth implementation of ongoing projects and competitive development of new opportunities, a Project Support Specialist is needed for administrative facilitation and operational project management support across the cooling portfolio, and particularly, the Africa Centre for Excellence for Sustainable Cooling and Cold Chain (ACES). 3. Monitoring and Progress Controls The Project Support Specialist will be responsible for supporting the project manager in project development, execution and close-out activities with a range of responsibilities, as outlined below. Day-to-day operations: Organize team check-in meetings, help maintain correspondence where requested, provide copy editing and formatting (for U4E tools, guidance, newsletters, and related outreach materials), and identify operational challenges and propose improvements (e.g., enhance templates and processes). Grants: Support the development of donor agreements and invoices to donors, draft internal memos, help process payment requests, provide an initial check for completeness (including use of proper templates) and timely delivery, and support the close-out of grants in accordance with the Administrative Manual. Contracts: Coordinate and liaise with support units on administrative matters related to contract management (HR, Service Contracts, Procurements). Support recruitment processes including helping to prepare Terms of Reference (ToR), formal agreements, procurements, interviews, evaluations, internal memos, contract extensions, and close-out of contracts. Provide an initial quality control check on the completeness of reporting and use of proper templates. Project Management Support to ACES and SPOKES: Build competency in internal systems (e.g.Umoja , U4E budget tracker, U4E consultant management tool etc) and those used in collaboration with partners (e.g. shared drives, virtual meeting platforms, donor reporting platforms) for the execution of assignments. Assist with ACES’ affiliated SPOKE in Kenya in collaboration with partner organizations to help the overall information exchanges and coordination. Help engage with partners such as governments, industry partners and civil society groups and support coordination of ACES and affiliated SPOKE project activities and help maintain effective working relationships with key partner organizations, particularly with local East African partners. Prepare and track follow-through of contracts with Implementing Partners and formal agreements with project partners, including preparing due diligence evaluations and partner profile creation. Informing analysis: Conduct desktop research and outreach to relevant experts to gather and compile information for inclusion in concept notes, proposals, workplans, deliverables, presentations, reports, evaluations, audits, and communications. Outreach/Communications, Workshops and meetings: Support the capture of progress and key findings for use in communications, outreach, and promotion of U4E activities, particularly ACES activities. Identify suitable meeting times and platforms for target audiences. Prepare meetings documents such as task and participant lists, programme invitations, agendas, logistics notes, pre-briefing notes, and meeting reports. Assist with event execution from hosting the platform on Microsoft Teams or similar, displaying presentations, conducting recordings, conducting surveys, etc. Travel: Assist with preparing official travel arrangements for U4E and partners whose travel has been approved for reimbursement by U4E, including soliciting travel quotes from UNON, researching visa and health and other requirements at the destination, identifying accommodation and logistics recommendations, scheduling of the itinerary, and other pertinent procedures in accordance with the UN Administrative Manual. Assist with preparing official travel arrangements for U4E and partners whose travel has been approved for reimbursement by U4E, including soliciting travel quotes from UNON, researching visa and health and other requirements at the destination, identifying accommodation and logistics recommendations, scheduling of the itinerary, and other pertinent procedures in accordance with the UN Administrative Manual.

Qualifications/special skills

Minimum university degree (Bachelors) or equivalent in Environmental Studies, Administration, Business, Finance, or similar. Minimum of 4 years of professional experience in administrative and project management support services. Experience working with international organizations and/or government counterparts. Experience in project documents preparation, coordination and reporting for development projects funded by international donor agencies is highly preferred. Knowledge of the UN system. Experience in environment, energy and climate change is an asset. Ability to thrive with multicultural teams. Key Competencies: High proficiency with Microsoft Office software (Outlook, Word, Excel, Power Point, etc.). Great teamwork, analytical skills, planning and budgeting ability, attention to detail and problem-solving. Excellent written and oral communications. Ability to manage information objectively, accurately and confidentially. Ability to work well under pressure, with flexibility and adaptability amidst evolving circumstances. Ability to identify and execute tasks independently with thoroughness and care.

Languages

Fluency in spoken and written English is required, knowledge of other UN languages is an asset.

Additional Information

Not available.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.