Administrative and Finance Assistant (TT Net-zero)

Tiered Approach

In 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:

• 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.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

Office/Unit/Project Description

Trinidad and Tobago (T&T) face significant challenges to transitioning towards a net-zero, nature-positive (NZNP) economy. The country’s economy is heavily reliant on oil and gas production as it is the biggest oil and gas producer and petrochemical exporter in the Caribbean. It is also a major exporter of ammonia, urea, methanol, and fertilisers. The energy sector plays a key role in achieving emission reductions, as it accounts for 42% of national greenhouse gas (GHG) emissions, mainly stemming from power generation, transportation, and industrial processes. For instance, electricity is primarily generated by burning natural gas. Additionally, T&T is highly vulnerable to the adverse effects of climate change, especially in cities.

For tackling the NZNP transition, the Government of T&T has already taken action, e.g. with the establishment of a Climate Change Focal Point Network (CCFPN) in 2012, comprising over two hundred representatives from government ministries, agencies, academia, private sector and civil society that is facilitating information sharing with and raise awareness of stakeholder activities focusing on climate change action. Nevertheless, T&T faces three key barriers that prevent the accelerated switch towards sustainable economic activities and livelihoods. These are:

1. Limited long-term strategy and coherent policy framework for a national transformation towards a NZNP economy.
2. Missing NZNP-aligned enabling framework limits investments in nature-positive low-emission energy technologies and solutions.
3. Limited local experience with nature-positive low-emission technologies and solutions (especially in terms of renewable energies and green mobility projects).

The project’s overall objective is to significantly accelerate the reduction of Trinidad & Tobago’s dependency on oil and gas production while contributing to a national transition towards a net-zero, nature-positive economy. This objective will be achieved through a three-fold approach. (i) Project activities aim to reform the national policy environment to maximize synergies between climate, biodiversity and human well-being. Hence, the Government of Trinidad and Tobago commits and takes nature-positive action to decarbonise its economy towards a net-zero target. (ii) Also, project activities address barriers to finance such that T&T’s public and private sector will deploy financing mechanisms to mobilize investments for the decarbonization of the economy with a particular focus on the energy sector. This involves the implementation of sectoral and thematic reforms and plans for the energy sector in line with a developed NZNP strategy. (iii) It is further envisaged that interventions will showcase the feasibility of low-carbon, nature-positive technologies by implementing NZNP-aligned demonstration projects on Trinidad as well as on the island of Tobago.

The project is organized in three Components, each designed to address one of the three identified barriers, Upstream component, downstream component and investments towards a NZNP economy.

Duties and Responsibilities

Scope of Work

Under the overall guidance of the Project Manager and with a dotted line to the Programme Manager (Energy, Environment and Disaster Management), the Administrative and Finance Assistant will provide administrative and financial support to the project while ensuring administrative and financial coherence with the wider portfolio. A key element of this would be procurement, financial management and reporting to relevant bodies. Duties include:

1. Project implementation support

• Support procurement;
• Financial and administrative tracking of activities and expenses;
• Support with communication, facilitation and organisation of outreach activities, press releases and project/UNDP/government briefing notes
• Record keeping of project funds and expenditures, and ensure all project-related financial documentation are well maintained and readily available when required by the project
• Review project expenditures a ensure that project funds are used in compliance with the Project Documents and financial rules and procedures
• Validate and certify reports and financial forms before submission;
• Provide necessary financial information as and when required for project management decisions
• Provide necessary financial information during project audit(s)
• Review annual budgets and project expenditure reports, and notify the Project Manager and Programme Manager if there are any discrepancies or issues;
• Consolidate financial progress reports submitted by the responsible parties for implementation of project activities
• Liaise and follow up with the responsible parties for implementation of project activities in matters related to project funds and financial progress reports.

2.Provide project management support

• Provide support with all financial and administrative requirements of the project and related portfolio activities, especially those related to funding and accounting.
• Assist in ensuring that project is executed in a timely and appropriate manner.
• Assist or support in facilitating, guiding the work of the national team; manage payment schedules.
• Assist in project related activities, including planning for meetings, local and national consultations, trips and other project related activities.
• Handle all travel arrangements for national travel/missions and participants to national-level workshops.
• Handle all travel procedures for participants to global and regional workshops and other international meetings
• Document and share records of meetings, decisions, actions, etc.
• Support with the Monitoring and Evaluation of the project at the national level, including workshop evaluations.

3. Project financial management support

• Support the management of the project budget, and support the team lead in project related procurement and accounting procedures and activities
• Ensure project financial resources are disbursed efficiently and on time
• Maintain records of expenditures and collaborate in financial reporting

4. Administrative and logistical support to ensure successful project delivery

• Develop calculations for the development of the annual workplan/budget.
• Handle all required procurement processes, requisitions and purchase orders, ensuring compliance with UNDP rules and regulations and consulting with the Procurement Unit as needed
• Maintain an inventory of assets/equipment and support with the handover of equipment upon project closure
• Ensure the Quantum approval system is set up at the Country Office for the project.
• Handle all logistical matters to organise the inception workshop, consultation workshops and any meetings as required
• Regularly update the procurement plan and contacts list

5. Support knowledge building and knowledge sharing relevant to the assigned project.

• Participate in training on internal procedures for the project personnel and provide support to the organization of training and other capacity building activities as needed.
• Make sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Administrative and Finance Assistant will be under the supervision of the Project Manager and the UNDP Programme Manager (Energy, Environment and Disaster Management).

UNDP shall be entitled to intellectual property and other proprietary rights over all materials that have a direct relation to the project.

Competencies

Core Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Thematic Area Name Definition Business Management Communication

• 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