Project Administrative Officer
Healthy ecosystems are at the heart of development, underpinning societal well-being and economic growth. Through nature-based solutions, such as the sustainable management and protection of land, rivers and oceans, UNDP helps ensure that countries have adequate food and water, are resilient to climate change and disasters, shift to green economic pathways, and can sustain work for billions of people through forestry, agriculture, fisheries and tourism. UNDP is the primary actor on climate change in the United Nations. Our aim is to help build the Paris Agreement and all environmental agreements into the heart of countries’ development priorities.
Promoting climate action and nature-based solutions in the forest and land use sector is one of UNDP’s key priorities in Ghana. Under its current Country Programme (2018-2022), UNDP aims to strengthen public institutional capacities to reduce environmental degradation and implement climate action, as well as facilitate access to information, knowledge and tools that promote green jobs, citizen participation in environmental conservation, and community resilience. In this regard, UNDP has been facilitating public-private partnerships to reduce deforestation and forest degradation. Since 2013, for example, UNDP has been partnering with Mondelez International and Ghana Cocoa Board to promote environmental sustainability of cocoa production. This year, UNDP will start the implementation of a landmark collaboration with Forestry Commission and Global Shea Alliance (with funding from the Green Climate Fund) to reduce emissions in the savanna landscape while protecting and promoting the shea value chain. UNDP brings together two complementary streams of work: on one side, UNDP assists Ghana to implement the Paris Agreement by reducing deforestation, forest degradation and sustainably managing its forests, meeting internationally recognized framework and standards (e.g. REDD+); one the other side, UNDP works to improve the national, economic, social and environmental performance of agricultural commodity sectors, in order to improve the lives of farmers and their communities while protecting high conservation value forest and important vulnerable ecosystems.
The UNDP Ghana Country Office seeks to engage the services of a Project Administrative Officer to contribute to the timely and efficient implementation of the Ghana Shea Landscape Emission Reductions Project (GSLERP) as well as other projects in the Country Office in line with UNDP requirements.
The selected candidate will be based in the Environment and Climate Cluster and work under the direct supervision of Head of the Cluster. S/he will liaise regularly with project partners
Duties and Responsibilities
Summary of Key Functions:
1. Project planning and AWP formulation
2. Project administration
Project planning and AWP formulation:
- Prepares inputs to formulation of AWPs.
- Provides inputs to detailed implementation plans.
- Assists in formulation of budgets.
- Assists in formulation of procurement plans.
- Assists in revision of AWPs, periodic revisions of procurement plans ensuring that plans are updated in a timely manner.
- Sets up ATLAS budgets and conducts budget revisions as needed.
Timely and efficient projects administration according to plans and UNDP procedures:
- Prepares all payment requests, financial record-keeping and preparation of financial reports required in line with both the National Implementation and Direct Implementation financial rules and procedures.
- Maintains the budget and expenditure of projects within a portfolio, including formulation, revisions, and record keeping in ATLAS, monthly status reports, and reporting and liaising with the UNDP on budget matters.
- Supports updated project information in ATLAS.
- Supports project audit and facilitate access by auditors to project documentation, personnel, and institutions involved in the project.
- Supports organization of HACT assurance activities, including spot checks and programme visits.
- Regularly advises Implementing Partners or Responsible Partners on HACT related issues.
- Initiates procurement actions for ICs, goods, works and services according to procurement plans.
- Compiles supporting documents for procurement processes and ensures that supporting documents are complete.
- Creates e-requisitions in ATLAS to initiate procurement processes, ensures the accuracy of the COA of the e-req.
- Facilitates the periodic asset, inventory and supplies verification.
- Assists in the organization of in-country events (meetings, seminars, workshops, trainings etc), ensuring logistical arrangements.
- Maintains filing system for the projects.
- Takes record of meetings and draft correspondence as required.
- Undertakes other duties per the requirements of the portfolio.
Ability to make new and useful ideas work
Ability to persuade others to follow
Ability to improve performance and satisfaction
Ability to listen, adapt, persuade and transform
Budget Management Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs
Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals
Ability to capture, develop, share and effectively use information and knowledge
Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships
Required Skills and Experience
Master’s Degree or bachelor’s degree in Business Administration, Public Administration or related field
With Master’s Degree minimum of 2 years or with bachelor’s degree minimum of 4 years of relevant working experience in financial resources management, budget management or administrative support functions.
Experience in project cycle management (in particular project administration) in the public or private sector or international organizations.
Experience in the area of environment and climate is preferable.
Work experience with an Enterprise Resource Planning software is desirable;
Experience in UN organization is an asset.
Proficiency in English.
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.
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