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UNOPS Programme Assistant/ Global Environment Facility - Small Grants Programme (GEF-SGP)
UNDP Armenia
19 Oct 2021

UNOPS Programme Assistant/ Global Environment Facility - Small Grants Programme (GEF-SGP)

Company: UNDP Armenia
Location: Yerevan, Armenia
Duration: 1 year, with a possibility of extension based on successful performance and funds availability
Deadline: 01 November 2021

JOB DESCRIPTION: 

The incumbent will be responsible for 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.

RESPONSIBILITIES: 

Support to Programme implementation (35% of time)
- 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% of time)
- 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;
- Responsible for 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;
- Responsible for follow up of travel arrangements and DSA payments for NC and NSC members;
- Provide other financial reports as required.

Administrative Functions (25% of time)
- 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:
a) Establish and maintain a separate folder with all NSC meetings signed minutes that approve new SGP granted project;
b) 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;
c) Establish and maintain financial folder for all SGP country office financial transactions;
d) 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 to visiting missions, travel arrangements, and meetings for the NC, NSC, adhering to SGP SOPs procurement rules and regulation.

Knowledge Management and Communication (10% of time)
- 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 and 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.

REQUIRED QUALIFICATIONS: 

- A high school diploma with additional experience; 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. Previous working experience with a UN agency is an asset;
- Good communications and interpersonal skills; excellent drafting and analytical skills; good knowledge of budget control and financial management;
- Fluency in English and Armenian langauges;
- Excellent knowledge of MS Office, database and Internet use.

Competencies:
Corporate Competencies
- Demonstrate commitment to UNDP’s mission, vision and values;
- Display cultural, gender, religion, race, nationality and age sensitivity and adaptability;
- Demonstrate/ safeguard ethics and integrity;
- Act as a team player and facilitate team work;
- Facilitate and encourage open communication in the team.

Knowledge Management and Learning
- Share knowledge and experience;
- Actively work towards continuing personal learning, act on learning plan and apply newly acquired skills.

Development and Operational Effectiveness
- Ability to perform a variety of specialized tasks related to Results Management, including support to design, planning and implementation of programme, managing data, reporting;
- Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems.

Leadership and Self-Management
- Focuse on result for the client and responds positively to feedback;
- Consistently approach work with energy and a positive, constructive attitude;
- Remain positive and composed even under pressure;
- Demonstrate openness to change and ability to manage complexities.

APPLICATION PROCEDURES: 

Interested candidates may apply through UNDP E-Recruitment system via the following link: https://tinyurl.com/yphf2nxp.

Please clearly mention in your application letter that you learned of this job opportunity through Career Center and mention the URL of its website - www.careercenter.am, Thanks.

OPEN TO/ ELIGIBILITY CRITERIA: 

Open to Armenian nationals only

ADDITIONAL NOTES: 

- Contract Type: Service Contract
- Grade: SB-3

ABOUT: 

The SGP supports activities of NGOs and Community-Based Organizations towards climate change abatement, conservation of biodiversity, protection of international waters, reduction of the impact of persistent organic pollutants and prevention of land degradation while generating sustainable livelihoods. More information about the GEF-SGP can be found on http://sgp.undp.org.

ABOUT COMPANY: 

The United Nations Development Programme (UNDP) works in about 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. UNDP helps countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results. UNDP in Armenia was established in March 1993, and supports the government in meeting its development priorities and the Sustainable Development Goals. UNDP has been working to accelerate the development of Armenia. It works at the upstream policy level, advising on legal and policy frameworks, and implements downstream initiatives, turning projects into policies and policies into actions. UNDP also has enormous reach across the country - in rural and urban areas and amongst a growing network of youth, innovators, and social entrepreneurs.