Programme Assistant

Agency: UNOPS

Title: Programme Assistant

Job ID: 40319

Practice Area - Job Family: Environment and Energy

Vacancy End Date (Midnight New York, USA): 10/11/2021

Duty Station: Hanoi, Viet Nam

Education & Work Experience: C-HS Graduate or Equivalent - 5 year(s) experience

Language Required: English

Grade: SB3

Vacancy Type: Service Contract (SC)

Posting Type: External

Bureau: Asia & the Pacific

Contract Duration: 1 year (renewable upon fund availability)

Background

GEF Small Grant Programme

Launched in 1992, the Global Environment Facility Small Grants Programme (SGP) (www.undp.org/sgp) is a corporate programme of the Global Environment Facility (GEF) and has been promoting grassroots actions to address global environmental concerns. The GEF-SGP aims to deliver global environmental benefits in the GEF focal areas of biodiversity conservation, climate change mitigation, protection of international waters, prevention of land degradation (primarily desertification and deforestation), and elimination of harmful chemicals through community-based approaches. The GEF-SGP is implemented by UNDP and executed by UNOPS. As of today, SGP is operational in more than 130 countries, having provided more than $350 million to communities through more than 17,000 projects.

The GEF-SGP is a country-driven programme. At the national level, each SGP country programme (often hosted at UNDP country office) is managed by a National Coordinator, and governed by the National Steering Committee (NSC), the majority of whose memberships are composed by non-governmental members, and managed by a National Coordinator. The SGP country programme policies and key decisions are made on consensus by the NSC. The SGP country programme follows the Operational Guidelines which details its governance, management, programming and operation.

Launched in 1999, SGP-Viet Nam Programme has supported 176 projects, with over $5 million GEF funding, generating $4.4 million co-financing. There are currently seven ongoing projects which will be closed by the end of December 2013. The SGP-Viet Nam country program is currently implementing its country program strategy for the fifth operational phase of GEF with $1 million funding.

UNDP Country Office Programme in Viet Nam

Started in 1977, when there was very limited donor and international presence, UNDP’s role in Viet Nam has evolved through the country’s many stages of transition, struggle and success. UNDP Viet Nam Programme has been providing critical support in the areas of democratic governance and participation; inclusive and equitable growth; and sustainable development, climate change and disaster risk reduction.

Under the programme cycle 2012-2016, UNDP Viet Nam’s Sustainable Development Programme provides support to enhance institutional capacity, policy development, and technology transfer in four main thematic areas of (i) Sustainable development, Climate change and Green growth, including Low-emission development and Reducing emissions from deforestation and forest degradation (REDD); (ii) Natural resources and Environmental management, including Biodiversity conservation and Sound management of persistent organic pollutants (POPs) and harmful chemicals; (iii) Energy efficiency and conservation, including renewable energy; and (iv) disaster risk management. The Sustainable Development Programme consists of 20 on-going projects and some strategic interventions, including support to the development of important laws and policies, with a total funding of more than $50 million.

Duties and Responsibilities

Support to Programme implementation

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

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

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

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.

Competencies

Corporate Competencies:

Demonstrates integrity by modeling the UN’s values and ethical standards
Promotes the vision, mission, and strategic goals of UNDP
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Treats all people fairly without favoritism

Functional Competencies:

Knowledge Management and Learning

Promotes a knowledge sharing and learning culture in the Project and Joint Programme
Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills

Functional Competencies:

Advocacy/Advancing A Policy-Oriented Agenda

Level 1.1: Support the preparation of information for advocacy

Identifies relevant information for advocacy for a variety of audiences

Results-Based Programme Development and Management

Level 1.1: Contributing to results through provision of information

Provides information and documentation on specific stages of projects/programme implementation
Provides background information to identify opportunities for project development and helps drafting proposals

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives
Maintains databases of donor information
Tracks and reports on mobilized resources

Innovation and Marketing New Approaches

Level 1.1: Implementing processes and uses products

Documents and tracks innovative strategies/best practices/new approaches
Responds positively to new approaches

Resource Mobilization (Field Duty Stations)

Level 1.1: Providing information for resource mobilization strategies

Maintains information/databases on potential and actual donors
Maintains database of project files
Provides data and information needed for preparation of project documents

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Strives to keep job knowledge up-to-date through self-directed study and other means of learning
Demonstrates good knowledge of information technology and applies it in work assignments
Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments

Global Leadership and Advocacy for UNDP’s Goals

Level 1.1: Research and analysis

Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences

Client Orientation

Level 1.1: Maintains effective client relationships

Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Responds to client needs promptly

Core Competencies:

Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Self-development, initiative-taking
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Managing conflict
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making

Required Skills and Experience

A high school diploma with additional experience is required. University degree, preferably in Business Administration or an environmental science field is desirable.
Candidate should be a national or naturalized citizen of the country.
At least 5 years of relevant experience in office management, including financial reporting;
Previous working experience with a UN agency an asset.
Good communications and interpersonal skills essential;
Excellent drafting and analytical skills required.
Good knowledge of budget control and financial management.
Fluency in the official national language, and English, French, or Spanish.
Excellent knowledge of MS Office, database and Internet use.

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.

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