Project Support Assistant – Management, Administration, Finance

Job Title: Project Support Assistant – Management, Administration, Finance

Organization: UNDP

Job Identification: 12624

Location: Pretoria, South Africa

Apply Before: 08/09/2023, 06:59 AM

Job Schedule: Full time

Grade: NPSA-6

Vacancy Type: National Personnel Service Agreement

Practice Area: Effectiveness

Education & Work Experience: Bachelor's Degree - 4 year(s) experience OR High School certificate- 7 year(s) experience

Required Languages: English

Vacancy Timeline: 2 Weeks

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. 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.
 

Job Purpose and Organizational Context

The United Nations Development Programme (UNDP) South Africa country office is looking for a qualified and experienced Project Support Assistant to provide technical support in the effective implementation of the DFFE/UNDP/GEF project entitled, “Development of Value Chains from genetic resources in compliance with the Nagoya Protocol and draft National Biodiversity Economy Strategy”. The project takes a National Implementation Modality where the National Department of Forestry, Fisheries and the Environment (DFFE) is the lead Department in South Africa for the above-mentioned project. The DFFE/UNDP/GEF project is a multi-stakeholder type project and comprise the following components:

1. Component 1: Bioprospecting research and development of products in line with Nagoya Protocol’s definition of the utilisation of genetic resource;
2. Component 2: Cooperation models support the conservation of, and commercial trade in indigenous bio-products;
3. Component 3: Bioprospecting and value addition knowledge transfer is enhanced for equitable benefit sharing; and
4. Component 4: Knowledge management, and, Monitoring and Evaluation.

This project is designed to support the Government of South Africa to achieve its Biodiversity Economy Strategy (BES vision of optimising the total economic benefits of the bioprospecting industries by ensuring the BES is implemented in accordance with the Nagoya Protocol on Access and Benefit Sharing. The project will ensure that communities and companies working with genetic resources, not only increase their understanding of the Nagoya Protocol, but also apply relevant ABS requirements in development of value chains for genetic materials. The project will support development of value chains for genetic resources already identified in the 18 biodiversity economy transformation (BET) nodes already identified by the BES. The project target communities have been prioritised for development of small and medium size enterprises and community-based initiatives which sustainably use of indigenous biological and/or genetic resources, with a view to redistribute the benefits in an equitable manner, across various income categories and settlement areas of the country.

It is against this background that UNDP South Africa is looking for a Project Support Assistant to provide Management, Administration, Finance support towards the project.

Objective and Scope of Work

The Project Support role provides project administration, management and financial technical support to the Project Manager as required by the needs of the individual project. He/she will work under the supervision of the Operations Manager in the UNDP country office and the Project Manager of the Project Management Unit (PMU) at the National Department of Forestry, Fisheries and the Environment.    

Duties and Responsibilities

Project Management Support (30%) :

• Assist the Project Manager in the implementation of technical and operational activities for the preparation of the outputs
• Review technical and support information on studies, projects and initiatives that may contribute to the Project activities
• Participate in the planning, organizing and execution of Project activities
• Organize and coordinate information exchanges between participating institutions
• Organize and participate in Monitoring and Evaluation activities related to the project outputs
• Prepare regular analysis and reporting on the project funds and Country Office budget approvals, including on the delivery of programme activities.
• Support the preparation of annual project workplans, agreements, and budgets.
• Prepare forecasts necessary to support disbursements requests.
• Conduct verification and posting of disbursement requests, expenditure reports, and supporting documentation.
• Draft routine official correspondence and assists in the preparation of various project reports

Financial Management (50%)

• Facilitate auditing and financial controls with respect to the Project;  
• Ensure that all procurements and disbursements are carried out in accordance with the UNDP/GEF and Government of South Africa requirements, which requires familiarity with the financial management procedures; 
• Implementation of procurement related to this project, working with the procurement unit, in particular;  
• Ensure that project-related disbursements are carried out in a timely and efficient manner;   
• Ensure the smooth flow of funds to enable the timely implementation of project activities amongst the various implementation partners, including the timely replenishment of the project account; 
• Compile the quarterly and annual financial reports in a timely manner, with a focus on the financial delivery of the project; 
• Prepare a monthly project bank reconciliation; 
• Maintain a logical and comprehensive record of financial transactions, with supporting documentation, for reference and audit purposes; 
• Provide the necessary assistance and documentation for the statutory audit of annual financial statements; 
• Perform all other duties as requested by the PM; 
• Perform any other duty relevant to the assignment. 

Administrative support (20%)

• Responsible for meeting agendas and booking of meeting venues and related workshops; 
• Support project reporting needs;  
• Perform other duties as requested by the PM and relevant to the project. 
   

CORE Competencies

 Achieve Results:  Plans and monitors own work, pays attention to details, delivers quality work by deadline.

Think Innovatively:  Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.

Learn Continuously:  Open minded and curious, shares knowledge, learns from mistakes, asks for feedback. 

Adapt with Agility:  Adapts to change, constructively handles ambiguity/uncertainty, is flexible.

Act with Determination: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner: Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and Inclusion: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

Cross-Functional and Technical Competencies

Systems Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

Effective decision making:  Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise, and resources.

Negotiation and Influence: Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates 'win-win' situations.

Results Based Management: Ability to manage programmes and projects with a focus at improved performance and demonstrable results.

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

Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.

Intergration within the UN: Ability to identity, and integrate capacity and assets of the UN system, and engage in joint work.Knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations. 

Education: Secondary Education with specialized qualifications or Bachelor's degree in a relevant field. 

Required Skills and Experience 

Experience: Minimum 7 years (Secondary Education) or 4 years (Bachelor's degree) of professional experience in providing programme support and financial resource management services. 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. Knowledge of UN/UNDP Financial Resource Management is desirable.  Excellent interpersonal and communication skills. Working knowledge of UN principles, SDGs and international development in Africa is an asset.

Disclaimer 

Applicant information 

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  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.

Non-discrimination 

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  
 UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.  

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