Small Grants Programme Assistant

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

The United Nations Development Programme (UNDP) is one of the world’s largest multilateral development agencies partnering with national stakeholders from the government, private sector, academia and civil society, to achieve 2030 national visions and to build a world where ‘No One Leaving Behind’. To achieve this aim, UNDP provides and supports capacity building efforts, promotes policy dialogue and advocacy, and shares best practices and knowledge.

UNDP Country Office in Mauritius and Seychelles partners with both countries in the area of inclusive development, environment protection, climate change adaptation and disaster risk management. Capacity-building for the public sector and gender mainstreaming will remain key areas of intervention.

The Global Environment Facility (GEF) Small Grants Programme (SGP) is implemented by UNDP on behalf of the GEF Partnership. UNDP oversees the Small Grants Programme (SGP) through the Vertical Hub and the Nature Hub of BPPS. Funded by the Global Environment Facility (GEF), the Small Grants Programme efficiently channels direct grants to non-governmental and community-based organizations to help them cope with climate change; conserve biodiversity; protect international waters; reduce the impact of Persistent Organic Pollutants; and prevent land degradation. Helping communities with their initiatives for sustainable livelihoods while generating global environmental benefits is the core inspiration of the Small Grants Programme.

Launched in 1992 as a corporate programme of the GEF, the GEF Small Grants Programme (GEF SGP) has supported local action for over thirty years to address global environmental concerns. SGP aims to deliver global environmental benefits in the GEF focal areas of biodiversity conservation, climate change mitigation, protection of international waters, prevention of land degradation, and elimination of persistent organic pollutants through community-based approaches. To date, SGP has funded over 29,000 community-based projects covering more than 120 countries. It has gained considerable experiences at the community level, including adapting to climate change while addressing issues of the GEF focal areas. Further information can be found at: https://sgp.undp.org/.

Duties and Responsibilities

Support to Programme implementation
● Contribute to day-to-day programme/project implementation, ensuring conformity to expected results, outputs, objectives and work-plans.
● Assist the National Coordinator (NC) in prescreening project concepts and project proposals and evaluate the financial part of the project proposals.
● Assist the NC in development and revision of grant application forms and other management tools, requirements of the programme, and other SGP documents.
● Advise potential grantees on project preparation processes and guidelines, and report to NC and National Steering Committee (NSC) on project development activities, as required.
● Provide day-to-day support and guidance to new and ongoing projects and its grantees, as required.
● Assist the NC in project implementation, matters related to the grievance redress mechanism, monitoring and evaluation, including participation in field visits.
● Support organization and preparation of minutes of NSC meetings and other SGP events.
● Maintain contacts and professional working relationship with NGOs, governmental institutions, donors, other SGP stakeholders.
● Assist NC in reporting regularly to the Central Programme Management Team (CPMT), United Nations Development Programme Country Office (UNDP CO), and assist NC in timely preparation of annual monitoring survey, and other CPMT, UNDP surveys and reports as required.
● Support the NC in meeting relevant M&E requirements (e.g. Project Implementation Report (PIR), Midterm Review (MTR) and Terminal Evaluation (TE)
● Draft memos and other operational documents on behalf of NC and respond to queries on SGP programme matters.
● Regularly update and maintain SGP project database as well as stakeholders’ database.

Support Programme Financial Management
● Provide guidance, review, and control the accuracy of supporting documentation of projects’ interim and final financial reports, such as invoices, and advise the NC as required
● Process payment requests from grantees and vendors through obtaining necessary clearances and authorizations, and ensuring payments are affected promptly, and in accordance with SGP Standard Operating Procedures.
● Maintain close working contact with respective Regional Focal Point and seek her/his support, advice and guidance on how better to operate Quantum in accordance with SGP SOPs, if needed.
● In collaboration with the NC, maintain financial integrity of the programme, implement and monitor accounting system and databases of SGP country operational budget.
● Prepare and maintain the grant disbursement table and calendar, as well as track the Country Operating Budget to ensure compliance with the approved yearly budget.
● Draft annual SGP Country office administrative and project budget proposals.
● Management of the Petty Cash account with proper documentation and proper tractable records.
● Enter, extract, transfer data from Quantum and SGP database and produce reports as required.
● Follow up of travel arrangements and DSA payments for NC and NSC members
● Provide other financial reports as required.

Provision of Administrative Support
Procure office supplies, equipment, and furniture adhering to SGP and CO SOPs on procurement rules and regulation.
● Manage and organize everyday office work.
● Establish a proper filing system, maintain SGP country office administrative, financial, and management files and update them with original documentation or copy of the original documentation as necessary. Special focus on:
o Establish and maintain a separate folder with all signed NSC meetings minutes that approve new SGP granted project
o Establish and maintain projects filing system containing original MOAs and amendments, original or copies of interim and final reports with all supporting documents, and mission reports or evaluation documents.
o Establish and maintain financial folders for all SGP country office financial transactions.
o Maintain personnel files, performance evaluation reports, leave records, and other pertinent personnel/consultant records
● Draft routine correspondence and communications and establish filing system to record communications with local stakeholders.
● Provide administrative and operational support to organization of SGP events and activities as requested
● Prepare background information and documentation, update data relevant to the programme areas and compile background material for the NC and NSC.
● Ensure flow of information and dissemination of materials with all concerned.
● Maintain an updated inventory of all physical assets and register all inventory in the asset inventory sheet.
● Provide logistical and administrative support to visiting missions, travel arrangements, and meetings for the NC, NSC, adhering to SGP SOPs procurement rules and regulation.
● Support with the project audit including with preparation and subsequent implementation of any audit recommendations.

Support Knowledge Management and Communication
● Actively support the SGP country office in the efforts on knowledge management, knowledge networking and visibility of SGP.
● In accordance with SGP branding guidelines, support NC and NSC in the efforts towards proper recognition of SGP in any KM & Communication material produced by SGP grantees or stakeholders.
● Facilitate the organization of SGP advocacy events, workshops, stakeholders’ dialogues and round tables.
● Assist in drafting articles and publications with proper recognition of SGP.
● Participate at events for SGP information dissemination purposes
● Maintain, update or provide valid SGP information for the SGP website, SGP Global database and UNDP CO website.

Provide support to the effective monitoring, evaluation, and reporting on progress of project implementation

• Generate Performance Evaluation Report
• Support implementation of the project monitoring system in alignment with its Monitoring and Evaluation framework to facilitate effective information sharing on project status and achievement of targets.
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 incumbent will be based in the UNDP Mauritius and Seychelles offices in Seychelles offices;
• The incumbent will report to the SGP National Coordinator;
• The incumbent will be given access to relevant information necessary for the execution of the tasks under this assignment;
• The incumbent will be provided with a workstation (i.e. laptop, internet, phone, scanner/printer, etc.) and access to reliable internet connection

Competencies

Expected Demonstration of 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 - 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.

Business Development - Knowledge Generation - Ability to research information and to turn it into useful knowledge, relevant for context, or
responsive to a stated need.Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts,
conceptual models, and theories that can be useful in addressing new situations.

Business Management - Project Management - Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goal

Administration & Operations - Documents and records management - Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Administrations & Operations - Events management (including retreats, trainings and meetings) - Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Partnership management - Relationship management - Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding

2030 Agenda: Planet - Nature - Local Action

Required Skills and Experience

Education:
• Secondary education is required. OR
• A first level university degree (bachelor’s degree or equivalent) in Business or Public Administration, Environmental and Social Science will also be given due consideration, but it is not a requirement.
• A certificate in Business Administration/ Accounting or Finance will provide distinctive advantage to the candidate

Experience:

• Minimum five (5) years (with Secondary education), or two (2) years (with Bachelors’ degree) of progressively responsible administrative or programme experience is required at the national or international level.

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

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

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