UNDP Project Assistant Jobs in South Sudan

UNDP Project Assistant Jobs in South Sudan

Background

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Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

South Sudan gained its independence in 2011 following a long and protracted civil war. Since then, two significant conflicts broke out (December 2013 and July 2016) plunging the country in a deep economic, social and political crisis which have undermined the development gains achieved since independence and exacerbated the continuing humanitarian crisis.

UNDP, with support from UNEP and GEF, is implementing a project that focuses on priority areas identified within South Sudan’s Nationally Determined Commitments (NDC) and National Adaptation Plan (NAP), namely, agriculture, disaster risk reduction, environment, water resources, policy and institutional frameworks.

Duties and Responsibilities

The Programme Assistant/s (PA) will directly support all the technical, strategic and leadership functions of the strategic planning, budget planning, management and administration of the project by providing programme support, managing data and facilitating its implementation.

The Programme Assistants promotes a client-oriented approach consistent with UNDP rules and regulations and works in close collaboration with the operations, programme and project teams in the UNDP CO for resolving complex programme-related issues and information delivery.

Ensures administration and implementation of programme strategies, adapts processes and procedures focusing on achievement of the following results:

Presentation of thoroughly researched information for effective application of RBM tools and establishment of management targets.

Establishment of the mechanisms to track use of Result-Based Management (RBM) tools and maintenance of RBM database;

Presentation of information/ reports for identification of areas for support and interventions.

Provides effective support to Programme and projects formulation and implementation

Support preparation of background information for programme/project formulation, support project documentation preparation, work plans, budgets, proposals on implementation arrangements in line with the UNDP Results Management Userguide (RMG) requirements and GEF practices and guidelines.

Assistance in preparation/reviews of project-related documents and quarterly/annual project reviews and ongoing monitoring, drafts standard correspondence and presentations on the projects/programmes

Maintain and keep (original) donor and partner-related documentation of the project (e.g. correspondence, donor reports).

Assist in coordination of project activities with consultants, drafts terms of reference for the consultants.

Provide both internal and external clients (including Country Offices) with timely and adequate support/ information on programme and project activities

Review of GEF project submissions to ensure correct format, edits, procedures, calculations etc

Responsible for ensuring GEF submissions are made and tracking of submissions at HQ and GEFSEC. Maintaining data on submission and response times

Handles the issuance of Delegations of Authorities (DOAs), review of Annual Work Plans (AWPs) and issuance of Annual Spending Limits (ASLs)

Support to CO in preparing project budget revisions, review of budget revisions and forwarding of advice/recommendations

Monitors project delivery, provides monthly QUANTUM project progress reports to STARR, ensures submission of progress reports

Ensures all project GUANTUM information is up to date and fully maintained by COs, including Risk Management Module and issues log

Supports COs with project delivery, identifying issues, providing early warning of delivery blockages, and working with COs to ensure smooth delivery

Maintaining portfolio and project information calendar: upcoming evaluations, supervision missions

Support to operational and financial closure of projects, including appropriate reporting to UNEP and GEF as necessary.

Provides project financial support focusing

on achievement of the following results:

Proper control of the supporting documents for payments, review of projects Financial Reports.
Management of project Budget, providing monthly status reports to Project Manager and the STARR unit, preparing budget revisions, reporting and liaising with STARR unit on project budget matters

Based on the Project Manager instructions and discussions creation of a project in QUANTUM, creation of project award, determination of unutilized funds and donor balances, operational and financial close of a project.

Annual review of project transactions and follow up on QUANTUM generated Combined Delivery Reports (CDRs) that should be signed by the project manager/CO and uploaded to QUANTUM

Recommends and makes the budget revisions ensuring that appropriate formats are used and uploaded to QUANTUM

Sets up and monitors the budgets, updates financial information on delivery and status of implementation of the projects

Drafts the financial reports for donors, monitors use of cost sharing funds and other resources

Tracks and reports on mobilized resources. Review of contributions agreement, managing contributions in QUANTUM, follow up on General Management Services fee (GMS).

Liaison with project implementation agencies to make sure that Project Delivery Reports (PDRs) are appropriately uploaded to QUANTUM

Assists with financial closure of the projects in line with standard operating procedures.

Provides administrative and operational support to the project focusing on achievement of the following results:

Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in QUANTUM.

Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.

Prepares both Non-PO and purchase orders (PO) based vouchers in Atlas

Creation and with introduction of e-procurement module approval of requisitions in Atlas for projects

Making budget check for requisitions and vouchers

Supports monthly, quarterly and annual closure of accounts as per instructions issued by the appropriate unit

Assists in Procurement process for the projects as requested

Prepare documents for Contracts, Assets and Procurement Panel (CAP) meetings

Facilitates project inventories and inventory records keeping

Assists in meetings, drafts minutes and correspondence as requested

Assists in ad-hoc Practice administrative and operational issues as requested

Ensures facilitation of knowledge building and knowledge sharing in the project focusing on achievement of the following results:

Organization of trainings for the operations/ projects staff on programme.

Synthesis of lessons learnt and best practices in programme.

PIMS management, ensuring all pages of projects in Project Information Management System are fully up to date and maintained

Contribute to the project and STARR knowledge management and lessons learned

Preparing information on project pipeline and portfolio as requested by Chief Programme Advisor, Project Manager, UNEP and/or GEF

Contributions to knowledge networks and communities of practice.

Required Skills and Experience

Education:

Diploma or higher in Accounting, Finance, Management and related fields. University Degree is an advantage.

Experience:

At least 3 years of progressively responsible administrative or programme experience is required. Experience working in a donor-funded project will be an asset.

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 of web based management systems.

Experience in working with UN agencies and national government

Excellent writing and oral communication skills in English.

How to Apply

For more information and job application details, see; UNDP Project Assistant Jobs in South Sudan

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