Small Grants Programme Assistant [Open to internal and external applicants] at UNDP

Dili, Dili, East Timor -

Full Time

Start Date

Immediate

Expiry Date

12 Aug, 26

Salary

0.0

Posted On

14 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Programme Implementation, Financial Management, Administrative Support, Project Monitoring, Knowledge Management, Budgeting, Procurement, Stakeholder Management, Reporting, Event Management, Database Management, Communication, M&E, Records Management, Logistics, Grant Management

Industry

International Affairs

Description

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 UNDP partners with people at all levels of society to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. On the ground in 177 countries and territories, UNDP offers global perspective and local insight to help empower lives and build resilient nations.” UNDP Timor-Leste's Country Programme Document (CPD) for 2026-2030 sets a vision for sustainable and inclusive development. The programme focuses on empowering vulnerable populations, reduces rural poverty, and builds resilience to climate change and disasters. It addresses structural barriers to socio-economic participation, prioritizing women, youth, and marginalized rural communities, while promoting environmental sustainability through nature-based solutions. 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 Timor-Leste Country Office; • 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 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. 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 Development Knowledge Generation 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. Experience, Knowledge and skills: • Demonstrated experience and ability to review and edit documents, and ability to produce meeting reports identifying key actions is required. Desirable Criteria: • Experience in project management/support at the rural/local community level is an asset • Experience in monitoring and evaluation and results-based management tools with a background and interest in the analysis of development issues and related policy matters will be an added advantage. • 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 is an asset. • Experience in supporting programme financial management is an advantage. • Experience in providing operational support, including event management and logistics, is an advantage. Required Language(s): • Fluency in UN Language and the National language of the duty station is required. • Knowledge of other UN Languages is an asset 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 [https://www.undp.org/careers/using-ai-responsibly-undp-recruitment-and-selection] Scam alert UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

Responsibilities

The assistant provides comprehensive support for the Small Grants Programme, including project implementation, financial tracking, and administrative operations. They are responsible for managing grant disbursements, maintaining project databases, and supporting knowledge management and communication efforts.