Background
Background
The GEF Council has approved the full-sized project titled "Energy Efficiency through the Development of Low-carbon RAC Technologies in Trinidad and Tobago" (PIMS #5957) implemented through the United Nations Development Programme Trinidad & Tobago Country Office. UNDP has finalized a ProDoc that was approved and received endorsement by the GEF CEO in March 2020.
The project is aimed at the Refrigeration and Air-Conditioning (RAC) sector and treating energy efficiency for both large- and small-scale units. The project's holistic approach encourages a more sustainable energy consumption path by adopting energy-efficient low-carbon technologies for Refrigeration and Air-Conditioning end-use. The implementation period of the project is approximately 48 months.
In Trinidad and Tobago, the district cooling technology has been slowly introduced, even though the demand for cooling has increased at a steady rate of 15% due to its growing economic development. The project's strategy has incorporated two district cooling pilot investments to overcome the current knowledge capacity and cultural behaviour. Pilot projects for the University of T&T (Couva) and Piarco International Airport (Piarco) have been identified and developed during the Project Identification Form (PIF) and the GEF Project Preparation Grant (PPG) stages. The PPG stage has also considered other potential business interventions. The financial and technical decision-making process by project developers of the Couva and Piarco sites is not favourable during the project implementation period.
Organizational Setting
This PFAA shall be hired on a full-time basis and report to the Project Manager (PM). Under the PM's guidance, the incumbent will be responsible for providing project administrative and financial services, such as processing payments, raising requisitions, purchase orders, projects logs, etc., using UNDP's enterprise resource planning system- ATLAS.
Duties and Responsibilities
Under the guidance and supervision of the Project Manager, the Project Finance and Administrative Assistant will have the following specific responsibilities:
1) Project Implementation
- Assist in the preparation of work plans and annual operational plans; organizing team meetings to assign tasks, monitoring progress regularly.
- Participate in the preparation of Terms of Reference and organizing interviews for selection of candidates for consultancies;
- Assist in the streamlining of the day-to-day project activities, including procurement of goods and services such as consultants, equipment;
- Organize, facilitate and provide accurate records of meetings with Government counterparts, international partners, donor agencies, private sector, NGOs, CSOs, and other stakeholders concerning the project's implementation;
- Facilitate a close working relationship between the Project Management Unit (PMU), UNDP, and relevant stakeholders;
- Foster and establish links with related national and regional projects and other international programmes;
- Ensure that the projects are implemented with the full participation of relevant national and local institutions;
- Assist in the organization of national workshops under the projects, including preparation of invitations and agendas, resource persons, and participants;
- Ensure the publication and dissemination of the reports identified as project outputs.
- Assist in the production of Communication Products as per Applicable Guidelines.
- Assist the Project Manager in day-to-day management and oversight of project activities.
- Liaise and follow up with the responsible parties to implement project activities related to project funds and financial progress reports.
- Collect, register, and maintain all information on project activities.
- Creation and maintenance of an electronic file containing all electronic information for each phase of the project (forms, budgets, minutes, work plans, equipment inventory, payment vouchers, documents approved by UNDP, etc.)
2) Administrative
- Provide oversight of budgetary expenditure and review progress and achievement of results as established on the Annual Work Plans.
- Prepare correspondence to stakeholders such as letters and memos as relevant to the project;
- Produce quality communication products adhering to all guidelines for all use of logos and all branding material of the Government, UNDP, and any other Stakeholders.
- Assist in procurement practices: Assistance in the production of Annual Procurement Plans (and their corresponding updates)
- Keep records of project funds and expenditures and ensure all project-related financial documentation are well maintained and readily available when required by the Project Manager.
- Review project expenditures and ensure that project funds are used in compliance with the Project Document and financial rules and procedures.
- Assist in financial reporting for the projects: production of quarterly and annual reporting documents (Atlas Reporting such as CDRs, PRO, PBB, AWP, AAA, etc.)
- Assist project personnel in conducting administrative and logistical functions and ensuring timely and effective implementation of project activities.
- Ensure that the project complies with the Government, UNDP, Donors' policies regarding regulations, procedures, reporting requirements, and ethical standards.
- Provide information to UNDP Project web, RRMC reporting, and administrative troubleshooting.
- Arrange travel and itinerary preparation for project-related travels,
- Provide necessary financial information as and when required for project management decisions and during project audit(s).
- Review annual budgets and project expenditure reports and notify the Project Manager if there are any discrepancies or issues.
- Disseminating relevant information to stakeholders and network with similar projects to develop areas of collaboration.
- Preparing and updating projects documents and preparing the required financial and other reports required for monitoring and supervision of project progress
- Monitor project activities, budgets, and financial expenditures.
- Advise all project counterparts on applicable administrative procedures and ensures their proper implementation.
- Assist in preparing payment requests for operational expenses, salaries, insurance, etc., against project budgets and work plans.
- Follow-up on timely disbursements by UNDP.
- Prepare budgets and perform budget revisions in Atlas and PIMS+ and submit for review and approval
- In collaboration with the PM and UNDP Programme Officer, perform relevant UNDP GEF reporting exercises
- Prepare budgets and perform budget revisions in Atlas and PIMS+ and submit for review and approval
- In collaboration with the PM and UNDP Programme Officer, perform relevant UNDP GEF reporting exercises
- Maintain records over Project equipment inventory; and
- Perform any other duties relevant to the assignment.
Competencies
| Core | |
| Innovation Ability to make new and useful ideas work | Level 3: Adapts deliverables to meet client needs |
| Leadership Ability to persuade others to follow | Level 2: Proactively identifies new opportunities and challenges |
| People Management Ability to improve performance and satisfaction | Level 2: Takes ownership of responsibilities |
| Communication Ability to listen, adapt, persuade and transform | Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation |
| Delivery Ability to get things done while exercising good judgement | Level 3: Takes responsibility for addressing critical situations and delivering core value |
| Technical/Functional | Detailed list of competencies can be accessed through https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx and hiring managers are encouraged to familiarize themselves for more information |
| Budgeting Preparation and monitoring of project budgets | Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work |
| Records Management The ability to create collect and store project related records | Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work |
| Organizational Skills Ability to effectively manage time and competing demands | Level 2:Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work |
Required Skills and Experience
Education:
A Bachelor's degree or an advanced diploma in accounting/ financial management from a recognized university; or a Bachelor's degree in environmental studies, development studies, or a related field.
Experience:
- 3-5 years of relevant environmental management experience, preferably in a project management setting involving a multi-lateral/ international funding agency. Previous experience with United Nations projects will be a definite asset.
- Demonstrated knowledge of UNDP rules, procedures, and systems will be considered an asset.
- Experience in working with development agencies and government departments.
- Basic knowledge of procurement, petty cash handling, logistics support, and filing systems are essential requirements.
- Knowledge of UNDP project implementation procedures, including procurement, disbursements, and reporting and monitoring, is preferable.
- Knowledge of ATLAS, UNDP corporate software would be an asset
- Work experience concerning energy efficiency and renewable energy issues would be an asset.
- Extensive experience in organizing meetings, workshops and in writing reports
- Knowledge and experience with MS Office.
- Excellent knowledge of English (written and spoken) and communication (Written and Oral) Skills.
- Excellent interpersonal skills and ability to work well in teams.
Language Requirements:
Proficiency in English. Working knowledge of other UN language desirable
Other
Non-Smoking environment
Disclaimer
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