UNDP BIOFIN Project Administration Associate (NPSA6) Jobs in South Africa

UNDP BIOFIN Project Administration Associate (NPSA6) Jobs in South Africa

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

This position falls under the Nature, Climate and Energy portfolio and is directly related to the BIOFIN project.

Under the overall guidance of the Programme Manager and direct supervision of the BIOFIN Project Management Specialist, the Project Administration Associate provides project management support services ensuring high quality, accuracy and consistency of work.

The BIOFIN programme is a DIM project jointly implemented with the Department of Forestry, Fisheries and the Environment which seeks to increase investment into the South African Biodiversity Arena BIOFIN in South Africa is designed to support and complement the National Biodiversity Economy Strategy (NBES).

The NBES serves as a suitable strategic tool to achieve the anticipated sustainable advancement for the wildlife and bioprospecting/bio trade sectors of South Africa. The support will be delivered through the implementation of 8 financial solutions related to addressing:

Those related to cost savings for the overburdened state which will lead to better spending of existing resources;

Those related to new revenue streams for the biodiversity management and;

Those related to avoiding future costs through the use of financial instruments.

The finance solutions that are being implemented by BIOFIN SA, as set out in the AWP which will require administrative and communication support.

The role of the Project Administration Associate is to ensure effective delivery of the Project by performing all administrative duties and further support the Project Manager and the Project Management Specialist on a day-to-day operation in line with the UNDP rules and regulations. The Project Administration Associate will promote a client-focused, quality and result orientated approach in the UNDP Country Office.

The Project Administration Associate will also work closely with all other relevant units and other project teams within the UNDP Country Office. The role of the Project Administration Associate works in close collaboration with the operations, programme and project staff in the CO and UNDP HQ as required to exchange information and support programme delivery.

Most of the administrative elements are the responsibility of UNDP due to the Direct Implementation modality.

Duties and Responsibilities

Organization of programme administration activities and tasks:

Arrange, coordinate and manage the bookings of programme meetings, conferences and workshops;

Coordinate, travel and catering arrangements;
Development of meetings agendas and programmes;

Prepare meeting and workshop documents;

Taking notes and preparing minutes of meetings and workshop proceedings and assistance in the timely follow-up of agreed actions;

Arrange project site visits for monitoring and evaluation purposes;

Take into account ad hoc activities as and when required.

Maintaining records of the programme budget and expenditure:

Procurement of project requirements, processing invoices, keeping systematic track of all invoices/receipts received and payments made according to UNDP rules and regulations and ensure responsible parties adhere to the same rules and regulations;

Assist the Project Manager with

quarterly financial and narrative reports;

Ensuring that all payments made are considered eligible by the UNDP;

Creation of payment requisitions and register project expenditures;

Regular update of project activities and progress on UN ATLAS system.

Communication and reporting:

Collecting, editing, summarizing and presenting project related information for the development and distribution and broadcasting of communication and awareness material through different media and social media platforms;

Updating project related website/webpages and delegating website tasks to and communication department as deemed appropriate;

Keeping track of information dissemination activities of other project partners and related projects;

Maintain and update project related social media platforms;

Coordinate and monitor the quality of implementation of the communication strategies of the project partners and ensure it relate and link to the Project Communication Strategy.

Supports resource mobilization focusing on achievement of the following results:

Review of contributions agreement, managing contributions in Atlas.
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Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Participation in the trainings for the operations/ projects staff on programme.

Contributions to knowledge networks and communities of practice.

Institutional Arrangement

The BIOFIN Project Administration Associate will report to the the BIOFIN Project Management Specialist.

Competencies

Functional/Technical competencies

Communication:

Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.

Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Partnership Management:

Ability to build and maintain partnerships with networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies.

Events management (Including retreats, trainings and meeting):

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Budget Management:

Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Required Skills and Experience

Education:

Completion of High School education with specialized certification is required.

Bachelor’s degree in Business or Public Administration, Economics, Political Sciences and Social Sciences or related fields is desirable.

Experience:

Minimum 6 years (High School Education) or 3 years (Bachelor’s Degree) of administrative experience in project management environment is required;

Demonstrable experience in administering project budgets, tracking financial expenditure and performing administrative duties;

Demonstrable ability to maintain effective communications with different stakeholders, and arrange stakeholder meetings and/or workshops;

Excellent writing skills;

Excellent computer skills in particular mastery of all applications of the MS office package;

Experience in handling of web-based Management Systems and social media platforms.

Language:

Fluency in English language is required.

How to Apply

For more information and job application details, see; UNDP BIOFIN Project Administration Associate (NPSA6) Jobs in South Africa

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