Temporary SGP Programme Assistant

The Global Environment Facility Small Grants Program (SGP), implemented by United Nations Development Program (UNDP), is a decentralized and country-driven program that seeks to provide maximum country and community-level ownership and initiatives for the achievement of the global environmental benefits.

SGP has been operational for the past 25 years supporting projects from Civil Society Organizations in 125 countries.  SGP has supported over 21,589 projects globally.  SGP’s mandate is to support community based initiatives by Civil Society Organizations (CSOs) including farmers’ organizations, scientific community, women’s groups and the youth and children organizations to address global environmental challenges.  To meet its objectives, SGP works closely with government, micro finance institutions, academic and research institutions, private sector, and local authorities.

Past reviews of SGP conducted by the Joint GEF-UNDP evaluation show that SGP is recognized as a cost-effective mechanism for delivering financial and technical resources to local communities, and has an established, well-tested modality for working with local communities. SGP’s operational modality consists of a decentralized decision-making body called National Steering Committee (NSC). The NSC’s are very important institutional set up for the proper operation of the SGP.

Effective day-to-day technical, administrative, financial, and knowledge management support to the SGP country programme to ensure effective and efficient operation and management of the GEF-SGP country programme portfolio with partners.

Monitoring and Progress Controls

Support to Programme implementation (35%)

• Contribute to day-to-day support to programme/project implementation and ensuring conformity to expected results, outputs, objectives and work-plans;
• Assist the NC in prescreening project concepts and project proposals, and evaluate the financial part of the project proposals;
• Assist the NC in development and revision of grant application forms and other management tools, requirements of the programme and other SGP documents
• Advise potential grantees on project preparation processes and guidelines, and report to NC and NSC on project development activities, as required;
• Provide day-to-day support and guidance to new and ongoing projects and its grantees, as required;
• Assist the NC in project implementation,monitoring and evaluation, including participation in field visits;
• Support on organization and preparation of minutes of NSC meetings and other SGP events;
• Maintain contacts and professional working relationship with NGOs, governmental institutions, donors, other SGP stakeholders;
• Assist NC in reporting regularly to the CPMT, UNOPS and  UNDP CO, and assist NC in timely preparation of annual monitoring survey, and other CPMT / UNOPS surveys and reports as required;
• Draft memos and other operational documents on behalf of NC, and respond to queries on SGP programme matter;
• Regularly update and maintain SGP project database as well as stakeholders’ database

Financial Management (30%)

• Provide guidance, review, and control the accuracy of supporting documentation of projects’ interim and final financial reports, such as invoices, and advise the NC as required  
• Process payment requests from grantees and vendors through obtaining necessary clearances and authorizations and ensuring payments are effected promptly, and in accordance with SGP Standard Operation Procedures ;
• Maintain close working contact with respective UNOPS Regional Focal Point and seek her/his support, advice and guidance on how better to operate OneUNOPS in accordance with SGP SOPs, if needed. 
• In collaboration with the NC, maintain financial integrity of the programme, implement and monitor accounting system and databases of SGP country operational budget;
• Prepare and maintain the grant disbursement table and calendar; as well as track the Country Operating Budget to ensure compliance with approved yearly budget.
• Draft annual SGP Country office administrative and project budget proposals;
• Management of the Petty Cash account with proper documentation and proper tractable records.
• Enter, extract, transfer data from OneUNOPS and SGP database and produce reports as required;
• Follow up of travel arrangements and DSA payments for NC and NSC members
• Provide other financial reports as required;

Administrative Functions (25%)

• Procure office supplies, equipment, and furniture adhering to SGP SOPs procurement rules and regulation;
• Manage and organize everyday office work.
• Establish a proper filing system, maintain SGP country office administrative, financial, and management files and update them with original documentation or copy of the original documentation as necessary. Special focus on:
  • Establish and maintain a separate folder with all NSC meetings signed minutes that approve new SGP granted project
  • Establish and maintain projects filing system containing original MOAs and amendments, original or copies of interim and final reports with all supporting documents, and mission reports or evaluation documents.
  • Establish and maintain financial folder for all SGP country office financial transactions. 
  • Maintain personnel files, performance evaluation reports, leave records, and other pertinent personnel/consultant records    

• Draft routine correspondence and communications and establish filing system to record communications with local stakeholders;
• Prepare background information and documentation, update data relevant to the programme areas and compile background material for the NC and NSC;
• Ensure flow of information and dissemination of materials with all concerned;
• Maintain and updated inventory of all physical assets and register all inventory in the asset inventory sheet.
• Provide logistical and administrative support tovisiting missions, travel arrangements, and meetings for the NC, NSC, adhering to SGP SOPs procurement rules and regulation;

Knowledge Management and Communication(10%)

• Actively support the SGP country office in the efforts on knowledge management, knowledge networking and visibility of SGP;
• In accordance with SGP branding guidelines, support NC and NSC in the efforts towards proper recognition of SGP in any KM & Communication material produced by SGP grantees or stakeholders.    
• Facilitate organization of SGP advocacy events, workshops, stakeholders’ dialogues and round-tables;
• Assist in drafting articles and publications with proper recognition of SGP ;
• Participate at events for SGP information dissemination purposes
• Maintain, update or provide valid SGP information for the SGP website, SGP Global database and UNDP CO website;

A. Education

• A high school diploma with additional experience is required. University degree, preferably in Business Administration or an environmental science field is desirable

• At least 5 years of relevant experience in office management, including financial reporting.
• Proficiency in standard computer software (word-processing, excel, presentations, databases and internet)

• Fluency in the official national language and English is required. Knowledge of other UN languages is considered asset.

Contract type: ICA
Contract level: LICA 5
Contract duration: Upto 100 working days in a period of 12 months 

• Please note that the closing date is midnight Copenhagen time
• 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 seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than 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.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.