Job Description<\/p>\n
Tiered Approach
\nIn line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF\/UNV vacancies are advertised using a tiered application process whereby:
\nResume builder<\/p>\n
Tier 0: UNDP\/UNCDF\/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
\nTier 1: Other UNDP\/UNCDF\/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
\nTier 2: UNDP\/UNCDF\/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
\nTier 3 or no tier indicated: All other contract types from UNDP\/UNCDF\/UNV and other agencies, and other external candidates<\/p>\n
Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.<\/p>\n
Background
\nThe Global Environment Facility (GEF) Small Grants Programme (SGP) is implemented by UNDP on behalf of the GEF Partnership. UNDP oversees the Small Grants Programme (SGP) through the Vertical Hub and the Nature Hub of BPPS. Funded by the Global Environment Facility (GEF), the Small Grants Programme efficiently channels direct grants to non-governmental and community-based organizations to help them cope with climate change; conserve biodiversity; protect international waters; reduce the impact of Persistent Organic Pollutants; and prevent land degradation. Helping communities with their initiatives for sustainable livelihoods while generating global environmental benefits is the core inspiration of the Small Grants Programme.
\nLaunched in 1992 as a corporate programme of the GEF, the GEF Small Grants Programme (GEF SGP) has supported local action for over thirty years to address global environmental concerns.\u00a0 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, and elimination of persistent organic pollutants through community-based approaches.\u00a0To date, SGP has funded over 29,000 community-based projects covering more than 120 countries.\u00a0It has gained considerable experiences at the community level, including adapting to climate change while addressing issues of the GEF focal areas.\u00a0 Further information can be found at:\u00a0https:\/\/sgp.undp.org\/.<\/p>\n
Scope of Work
\nSupport Programme implementation<\/p>\n
Contribute to day-to-day programme\/project implementation, ensuring conformity to expected results, outputs, objectives and work-plans.
\nAssist the National Coordinator (NC) in prescreening project concepts and project proposals and evaluate the financial part of the project proposals.
\nAssist the NC in development and revision of grant application forms and other management tools, requirements of the programme, and other SGP documents.
\nAdvise potential grantees on project preparation processes and guidelines, and report to NC and National Steering Committee (NSC) on project development activities, as required.
\nProvide day-to-day support and guidance to new and ongoing projects and its grantees, as required.
\nAssist the NC in project implementation, matters related to the grievance redress mechanism, monitoring and evaluation, including participation in field visits.
\nSupport organization and preparation of minutes of NSC meetings and other SGP events.
\nMaintain contacts and professional working relationship with NGOs, governmental institutions, donors, other SGP stakeholders.
\nAssist NC in reporting regularly to the Central Programme Management Team (CPMT), United Nations Development Programme Country Office (UNDP CO), and assist NC in timely preparation of annual monitoring survey, and other CPMT, UNDP surveys and reports as required.
\nSupport the NC in meeting relevant M&E requirements (e.g. Project Implementation Report (PIR), Midterm Review (MTR) and Terminal Evaluation (TE)
\nDraft memos and other operational documents on behalf of NC and respond to queries on SGP programme matters.
\nRegularly update and maintain SGP project database as well as stakeholders\u2019 database.<\/p>\n
Support Programme Financial Management<\/p>\n
Provide guidance, review, and control the accuracy of supporting documentation of projects\u2019 interim and final financial reports, such as invoices, and advise the NC as required
\nProcess payment requests from grantees and vendors through obtaining necessary clearances and authorizations, and ensuring payments are affected promptly, and in accordance with SGP Standard Operating Procedures.
\nMaintain close working contact with respective Regional Focal Point and seek her\/his support, advice and guidance on how better to operate Quantum in accordance with SGP SOPs, if needed.
\nIn collaboration with the NC, maintain financial integrity of the programme, implement and monitor accounting system and databases of SGP country operational budget.
\nPrepare and maintain the grant disbursement table and calendar, as well as track the Country Operating Budget to ensure compliance with the approved yearly budget.
\nDraft annual SGP Country office administrative and project budget proposals.
\nManagement of the Petty Cash account with proper documentation and proper tractable records.
\nEnter, extract, transfer data from Quantum and SGP database and produce reports as required.
\nFollow up of travel arrangements and DSA payments for NC and NSC members
\nProvide other financial reports as required.<\/p>\n
Provision of Administrative Support\u00a0<\/p>\n
Procure office supplies, equipment, and furniture adhering to SGP and CO SOPs on procurement rules and regulation.
\nManage and organize everyday office work.
\nEstablish 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:
\nEstablish and maintain a separate folder with all signed NSC meetings minutes that approve new SGP granted project
\nEstablish 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.
\nEstablish and maintain financial folders for all SGP country office financial transactions.
\nMaintain personnel files, performance evaluation reports, leave records, and other pertinent personnel\/consultant records
\nDraft routine correspondence and communications and establish filing system to record communications with local stakeholders.
\nProvide administrative and operational support to organization of SGP events and activities as requested
\nPrepare background information and documentation, update data relevant to the programme areas and compile background material for the NC and NSC.
\nEnsure flow of information and dissemination of materials with all concerned.
\nMaintain an updated inventory of all physical assets and register all inventory in the asset inventory sheet.
\nProvide logistical and administrative support to visiting missions, travel arrangements, and meetings for the NC, NSC, adhering to SGP SOPs procurement rules and regulation.
\nSupport with the project audit including with preparation and subsequent implementation of any audit recommendations.<\/p>\n
Support Knowledge Management and Communication<\/p>\n
Actively support the SGP country office in the efforts on knowledge management, knowledge networking and visibility of SGP.
\nIn 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.
\nFacilitate the organization of SGP advocacy events, workshops, stakeholders\u2019 dialogues and round tables.
\nAssist in drafting articles and publications with proper recognition of SGP.
\nParticipate at events for SGP information dissemination purposes
\nMaintain, update or provide valid SGP information for the SGP website, SGP Global database and UNDP CO website.<\/p>\n
Provide support to the effective monitoring, evaluation, and reporting on progress of project implementation\u00a0<\/p>\n
Generate Performance Evaluation Report
\nSupport implementation of the project monitoring system in alignment with its Monitoring and Evaluation framework to facilitate effective information sharing on project status and achievement of targets.<\/p>\n
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.<\/p>\n
Institutional\u00a0Arrangement\u00a0<\/p>\n
The\u00a0incumbent\u00a0will be based in the UNDP Zambia
\nThe\u00a0incumbent will report to the SGP National Coordinator;
\nThe\u00a0incumbent\u00a0will be given access to relevant information necessary for the execution of the tasks under this assignment;
\nThe\u00a0incumbent will be provided with a workstation (i.e. laptop, internet, phone, scanner\/printer, etc.) and access to reliable internet connection<\/p>\n
Competencies
\nAchieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline<\/p>\n
Think Innovatively:\u00a0LEVEL 1: Open to creative ideas\/known risks, is pragmatic problem solver, makes improvements
\nLearn Continuously:\u00a0LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
\nAdapt with Agility:\u00a0LEVEL 1: Adapts to change, constructively handles ambiguity\/uncertainty, is flexible
\nAct with Determination:\u00a0LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
\nEngage and Partner: LEVEL 1: Demonstrates compassion\/understanding towards others, forms positive relationships
\nEnable Diversity and Inclusion:\u00a0LEVEL 1: Appreciate\/respect differences, aware of unconscious bias, confront discrimination
\nCross-Functional & Technical competencies\u00a0
\nBusiness management:\u00a0Communication<\/p>\n
Ability to\u00a0\u00a0communicate\u00a0in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
\nAbility to manage communications internally and externally, through media, social media and other appropriate channels.<\/p>\n
Business Development:\u00a0Knowledge Generation\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<\/p>\n
Ability to research information and to turn it into useful knowledge, relevant for context, or\u00a0responsive to a stated need.
\nAbility to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be\u00a0useful in addressing new situations.<\/p>\n
Business Management:\u00a0Project Management\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<\/p>\n
Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goal<\/p>\n
Administration & Operations:\u00a0Documents and records management \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<\/p>\n
Overall document (hard or electronic) management; registry and retention policy including storing and archiving<\/p>\n
Administrations & Operations: Events management (including retreats, trainings and meetings)<\/p>\n
Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.<\/p>\n
Partnership management:\u00a0Relationship management\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<\/p>\n
Ability to engage with a wide range of public and private partners, build, sustain and\/or strengthen working relations, trust and mutual understanding<\/p>\n
2030 Agenda: Planet:\u00a0Nature<\/p>\n
Local Action<\/p>\n
Required Skills and Experience
\nEducation:<\/p>\n
Secondary education is required.\u00a0OR
\nA first level university degree (bachelor\u2019s degree or equivalent) in Business or Public Administration, Environmental and Social Science will also be given due consideration,\u00a0but it is not a requirement.
\nA certificate in Business Administration\/ Accounting or Finance will provide distinctive advantage to the candidate<\/p>\n
Educational Resources
\nExperience:<\/p>\n
Minimum five (5) years (with Secondary education),\u00a0or\u00a0two (2) years (with Bachelors\u2019 degree) of progressively responsible administrative or programme experience is required at the national or international level.
\nDemonstrated experience and ability to review and edit documents, and ability to produce meeting reports identifying key actions is required.<\/p>\n
Desired Skills:<\/p>\n
Experience in project management\/support at the rural\/local community level is an asset
\nExperience in monitoring and evaluation and results-based management tools with a background and interest in the analysis of development issues and related policy matters will be an added advantage.
\nExperience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems is an asset.
\nExperience in supporting programme financial management is an advantage.
\nExperience in providing operational support, including event management and logistics, is an advantage.<\/p>\n
Required Language(s):<\/p>\n
Fluency in English is required.<\/p>\n
Equal opportunit<\/p>\n
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.
\nUNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
\nSexual harassment, exploitation, and abuse of authority
\nUNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.<\/p>\n
Right to select multiple candidates
\nUNDP reserves the right to select one or more candidates from this vacancy announcement.\u00a0 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.
\nEducational Resources
\nUse of AI by candidates
\nApplicants are invited to\u00a0read UNDP\u2019s guidance for candidates on using AI responsibly in UNDP recruitment and selection
\nScam alert
\nUNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org\/scam-alert.<\/p>\n
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