Project Assistant

Background

The Ministry of Agriculture, Irrigation, Natural Resources and Livestock (MAINL), in partnership with the United Nations Development Programme (UNDP), is implementing the project “Safeguarding Zanzibar’s Forest and Coastal Habitats for Multiple Benefits”, funded by the Global Environment Facility (GEF). The project aims to strengthen biodiversity conservation, promote sustainable land-use practices, and enhance climate resilience in Zanzibar. The project will be implemented over a period of six (6) years, from February 2026 to February 2032.

The project comprises four components. Component 1 focuses on strengthening the policy and institutional framework for effective biodiversity and ecosystem management by addressing gaps in the implementation and enforcement of relevant national policies and regulations. Component 2 aims to improve the management of Protected Areas (PAs) and Community Forest Management Areas (CoFMAs) through updated management plans, enhanced infrastructure and technical capacity, strengthened governance, and promotion of sustainable livelihoods in Unguja and Pemba. Component 3 supports knowledge management and gender mainstreaming to improve access to information on biodiversity conservation, sustainable land use, and climate change mitigation while Component 4 focuses on monitoring and evaluation of the project in accordance with GEF and UNDP requirements.

Executed under the National Implementation Modality (NIM), the project relies on a dedicated Project Management Unit (PMU) to ensure operational excellence. To this end, MAINL, through UNDP, seeks to engage a Project Assistant to provide essential financial, and logistical support, ensuring the project meets its ambitious conservation and development targets.

Duties and Responsibilities

1. Project Planning and Implementation Support

• Support implementation of project activities in line with the approved Project Document and Annual Work Plans (AWPs).
• Assist in the preparation, consolidation, and revision of AWPs, budgets, and implementation schedules.
• Compile and organize project data and information to support planning, monitoring and reporting.

2. Financial Management and Reporting

• Support financial management processes, including: Budget tracking, Preparation of payment requests and Monitoring of advances and liquidations
• Assist in monitoring budget utilization and flag variances or risks to the Project Manager.
• Contribute to the preparation of financial and narrative reports, including quarterly, annual, and GEF reporting inputs.

3. Procurement and Asset Management

• Support implementation and tracking of the Annual Procurement Plan (APP).
• Assist in procurement processes, including: Preparation of technical specifications and solicitation documents, Vendor follow-up and Contract tracking.
• Maintain procurement records and ensure compliance with UNDP procurement procedures.
• Support inventory management, asset tracking, and verification processes.

4. Monitoring, Documentation, and Compliance

• Maintain complete, accurate, and compliant project documentation in accordance with UNDP rules and POPP procedures.
• Maintain project logs, including: Risk logs, Issue logs and Action trackers.
• Support monitoring of project progress against the results framework and agreed indicators.
• Ensure that project documentation is audit-ready and compliant with UNDP internal control requirements.

5. Reporting and Corporate Requirements

• Assist in preparation of inputs for: Project Steering Committee (PSC) reports, GEF Project Implementation Reports (PIR) and Other corporate reporting requirements.

6. Coordination and Administrative Support

• Provide secretariat support for PSC meetings, technical working groups, missions, and workshops.
• Prepare agendas, meeting materials, minutes, and follow-up action matrices.
• Coordinate travel and logistics for project staff, consultants, and stakeholders, including travel authorizations and related arrangements.
• Support coordination with government counterparts, UNDP units, and project stakeholders.
• Maintain stakeholder databases and communication records.

7. Knowledge Management and Record Keeping

• Maintain organized project records, including reports and documentation.
• Support knowledge management, training, and capacity-building activities, including capturing lessons learned.

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

Competencies

Core Competencies

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 Working with Evidence and Data Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions, and supporting decision-making Business Management Digital Awareness and Literacy Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed. Knowledge of the usage of digital technologies and emerging trends. Business Management Customer Satisfaction/Client Management Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns. 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. Business Management Monitoring and Evaluation

Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively; Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between

planned activities and programme management and results.

Ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming.

Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools. Ability to make an independent judgement based on set criteria and benchmarks. Ability to anticipate client's upcoming needs and concerns.

Technical - Finance Budget management Ability to support budgetary aspects of work planning process, drawing and management of team budgets Administration & Operations

Events management (including

retreats, trainings and meetings)

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

Required Skills and Experience

Education:

• Secondary education is required. OR
• University degree (Bachelor’s degree) in Project Management, Environmental Studies, Natural Resources, Administration, Development Studies or related fields will be given due consideration, but is not a requirement

Experience:

• Minimum five (5) years (with secondary education) or two (2) years (with bachelor’s degree) of relevant professional experience in the field of project administration, logistics, M&E support, operations or related areas.

Required Skills:

• Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages.

Desired Skills:

• Experience working with government, UN agencies or donor funded projects.
• Experience in preparation of financial reports and overviews.
• Experience using tools of monitoring and evaluation.
• Experience in project management processes.
• Experience in procurement procedures of national / international organizations.

Equal opportunity

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.

UNDP 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.

Sexual harassment, exploitation, and abuse of authority

UNDP 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.

Right to select multiple candidates

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.

Use of AI by candidates

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