Background

Under the guidance and direct supervision of the National Coordinator (NC) the incumbent will provide effective day-to-day substantive, administrative and financial support to the national SGP team and the National Steering Committee (NSC). Programme Assistant (PA) is expected to ensure the smooth operation and management of the GEF-SGP (Global Environment Facility – Small Grants Programme) programme portfolio, timely and efficient response to queries from different grantees and stakeholders, closely monitoring the achievement of the national annual SGP delivery and co-financing targets, and updating of relevant databases.  
The incumbent is expected to exercise full compliance with UNOPS and UNDP programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.

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 amendment of application forms and other management tools, requirements of the programme and other SGP documents
• Advise potential grantees on technical project preparation issues, and Report to NC and NSC on project development activities, as required;
• Provide day-to-day support to new and already approved projects and the grantees, as required;
• Assist the NC in project implementation and monitoring, including participation in field visits;
• Organize SGP advocacy events, workshops, round-tables, missions for NC and other SGP events;
• Maintain working-level contacts with NGOs, governmental institutions, donors, other SGP stakeholders, and participate at events for SGP information dissemination purposes;
• Draft progress reports and other reporting material to the CPMT, UNOPS and  UNDP CO, and assist NC in preparation of semi-annual and bi-annual progress reports;
• Draft articles, publications, speeches, letters, memos and other documents on behalf of PM, and respond to queries on SGP programme matter;
• Create and maintain SGP project database and SGP stakeholders database;
• Maintain and update the SGP website, SGP Global database and UNDP CO website with SGP information;
• Support and assist NC as and when needed.

Financial Management

• Review and process payment requests from grantees and vendors through obtaining necessary clearances and authorizations and ensuring payments are effected promptly;
• Maintain financial integrity of the programme within UNDP CO and externally, implement and monitor accounting system and databases of SGP country operational budget;
• Prepare and maintain the grant disbursement table and calendar;
• Review financial reports submitted by grantees and advise the NC as required;
• Draft administrative budget proposals;
• Enter, extract, transfer data from ATLAS and SGP database and produce reports as required;
• Provide other financial reports as required.

Administrative Functions

• Procure office equipment and furniture (including communication and audio equipment, supplies etc.).
• Manage and organize everyday office work.
• Establish a proper filing system and maintain files and documentation in good order;
• Draft routine correspondence and communications;
• 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;
• Follow up of travel arrangements and DSA payments for the NC and NSC members.
• Maintain personnel files, performance evaluation reports, leave records, and other pertinent personnel/consultant records.
• Ensure all reporting and/or submission deadlines from HQs are met;
• Provide logistical and other support to the local SGP team and visiting missions, as required.

Knowledge Management

• Actively support the SGP and the NSC teams in their efforts towards knowledge management and knowledge networking.   

Competencies

Functional Competencies:       

Results-Based Programme Development and Management: 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

Promoting Organizational Learning and Knowledge Sharing: Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things
• Identifies and communicates opportunities to promote learning and knowledge sharing

Job Knowledge/Technical Expertise: Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position
• Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (broad range of specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting).
• 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

Promoting Organizational Change and Development: Presentation of information on best practices in organizational change

• Demonstrates ability to identify problems and proposes solutions
• Design and Implementation of Management Systems: Data gathering and implementation of management systems
• Uses information/databases/other management systems
• Makes recommendations related to work procedures and implementation of management systems

Client Orientation: 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
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Responds to client needs promptly

Promoting Accountability and Results-Based Management:  Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports
• Maintains databases

Core Competencies:

• Adheres to the core values of the United Nations; in particular, is respectful of differences of culture, gender, religion, ethnicity, nationality, language, age, HIV status, disability, and sexual orientation, or other status.
• Exerts strict adherence to corporate rules, regulations and procedures.
• Self-development, demonstrates openness to change and ability to manage complexities
• Initiative-taking. Consistently approaches work with energy and a positive, constructive attitude
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control. Remains calm, in control and good humored even under pressure
• Managing conflict
• Informed and transparent decision making.

Required Skills and Experience

Education:

• University Degree in economics, finance, accounting, Business Administration or other related field.

Experience:

• At least three years of experience in administrative work, accounting/finance, economics, or other substantive area is required.
• Previous experience in development assistance or related work for a donor organization, consulting company, or NGO is a very strong advantage.
• Previous work experiences with a UN agency an asset.
• Experience in translating and interpreting is a very strong advantage.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling web-based management systems.

Language requirements:

• Fluency in both oral and written English and Romanian is a must.
• Knowledge of Russian is an advantage.

This is a local position, therefore only citizens of the Republic of Moldova or others legally authorized to work in the country are eligible to apply.
Applications should be submitted on line and include fully completed Personal History Form (P11) as attachment instead of CV/resume.
Please note that only applicants who are short-listed will be contacted.