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Programme Assistant

Ankara

  • Organization: UNDP - United Nations Development Programme
  • Location: Ankara
  • Grade: Consultancy - SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement
  • Occupational Groups:
    • Administrative support
    • Environment
    • Resilience and Climate Change
    • Project and Programme Management
  • Closing Date: Closed

Background

The GEF Small Grants Programme (SGP) is a corporate programme of the Global Environment Facility (GEF), which is implemented by the United Nations Development Programme (UNDP), on behalf of the GEF’s three executive agencies, namely the UNDP, the United Nations Environment Programme (UNEP) and the World Bank (WB).  GEF/SGP grants funds for non-governmental organizations (NGOs) or community-based organizations (CBOs) in pursuit of their activities that address local issues concerning the GEF focal areas; biological diversity, climate change and land degradation.

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

Duties and Responsibilities

Measurable Outputs

Key Results Expected /Major Functional Activities

% of time

1. Support to Programme implementation

  1. Contribute to day-to-day support to programme/project implementation and ensuring conformity to expected results, outputs, objectives and work-plans;
  2. Assist the PM in prescreening project concepts and project proposals, and evaluate the financial part of the project proposals;
  3. Assist the PM in development and amendment of application forms and other management tools, requirements of the programme and other SGP documents
  4. Advise potential grantees on technical project preparation issues, and Report to PM and NSC on project development activities, as required;
  5. Provide day-to-day support to new and already approved projects and the grantees, as required;
  6. Assist the PM in project implementation and monitoring, including participation in field visits;
  7. Organize SGP advocacy events, workshops, round-tables, missions for PM and other SGP events;
  8. Maintain working-level contacts with NGOs, governmental institutions, donors, other SGP stakeholders, and participate at events for SGP information dissemination purposes;
  9. 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;
  10. Draft articles, publications, speeches, letters, memos and other documents on behalf of PM, and respond to queries on SGP programme matter;
  11. Create and maintain SGP project database and SGP stakeholders database;
  12. Maintain and update the SGP website, SGP Global database and UNDP CO website with SGP information;
  13. Support and assist PM as and when needed.

20

2. Financial Management

  1. Review and process payment requests from grantees and vendors through obtaining necessary clearances and authorizations and ensuring payments are affected promptly;
  2. Maintain financial integrity of the programme within UNDP CO and externally, implement and monitor accounting system and databases of SGP country operational budget;
  3. Prepare and maintain the grant disbursement table and calendar;
  4. Review financial reports submitted by grantees and advise the NC as required;
  5. Draft administrative budget proposals;
  6. Enter, extract, transfer data from OneUNOPS and SGP database and produce reports as required;
  7. Provide other financial reports as required.

    40

3. Administrative Functions

  1. Procure office equipment and furniture (including communication and audio equipment, supplies etc.).
  2. Manage and organize everyday office work.
  3. Establish a proper filing system and maintain files and documentation in good order;
  4. Draft routine correspondence and communications;
  5. Prepare background information and documentation, update data relevant to the programme areas and compile background material for the PM and NSC;
  6. Ensure flow of information and dissemination of materials with all concerned;
  7. Follow up of travel arrangements and DSA payments for the PM and NSC members.
  8. Maintain personnel files, performance evaluation reports, leave records, and other pertinent personnel/consultant records.
  9. Ensure all reporting and/or submission deadlines from HQs are met;
  10. Provide logistical and other support to the local SGP team and visiting missions, as required.

40

Competencies

  • Minimum 5 years of experience in project cycle management in the public or private sector or international organizations.
  • Promotes the vision, mission, and strategic goals of UNDP, and partner organizations,
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability,
  • Experience in organizing and coordinating events and activities.
  • Experience of using UN financial systems; OneUNOPS or ATLAS is an asset.
  • Strong English language drafting skills

Required Skills and Experience

Education:

Bachelor’s Degree (preferably in the fields of economics and administrative sciences and sustainable development)

Experience:

5 years of working experience

Language:

Fluent written and spoken English

Computer skills:

Microsoft Office, Windows-based applications, integrated web-based management systems, spreadsheets and databases

Nationality:

 Turkish

Female candidates are encouraged to apply.

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP 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 at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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This vacancy is now closed.
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