Project Assistant
TO THE BUILDING CAPACITY TO ADVANCE THE NATIONAL ADAPTATION PLANNING PROCESS IN ZIMBABWE PROJECT (2019- 2021)
Zimbabwe, will embark on the National Adaptation Plan Development Process with the support from the Green Climate Fund (GCF) as the donor and United Nations Environment Programme (UN Environment) as the delivery partner. The project seeks to strengthen the enabling environment for adaptation planning and implementation in Zimbabwe.
In light of that, the Ministry of Lands, Agriculture, Water, Climate and Rural Resettlement (MLAWCRR) is seeking a full-time Project Assistant with financial background for the implementation of the GCF National Adaptation Plan (NAP) Readiness Project. The candidate should be highly motivated, enthusiastic, and capable of working independently.
Duties:
To assist the Project Coordinator (PC) in managing the project activities.
Assist the PC in allocation and re-allocation of the project funds and in controlling the project expenditures.
Assist the PC in preparing work plans.
Assist the PC in preparing the quarterly progress report of the project.
Facilitate the process of recruitment of the project personnel (draft terms of reference in consultation with the Legal Department in the MLAWCRR and UN Environment and vacancy announcement, arrangement of interview, maintenance of roster of international and national consultants, preparation of recruitment package, etc.)
Arrange purchasing of office equipment and stationary for the project purposes on a competitive basis. Maintain inventory of non-expendable equipment.
Provide substantial support to the project workshops and trainings.
Track payments/ invoices/receipts and reconciliation in close liaison with the Accounts Department of the MLAWCRR.
Sign on the accuracy of expenditure along with the Project Coordinator.
Set up and maintain the project filing system.
Provide administrative and logistical support to project activities.
Perform any other duties as requested by National Project Coordinator from time to time.
Ensure that there is proper accountability of project funds.
Prepare the expenditure statements in line with the UN environment budget code.
Prepares quarterly financial statement.
Ensure timely implementation of the project activities focusing on delivery of results and quality control through systematic planning, preparation of annual and quarterly work plans and budgets, monitoring and evaluation.
Provide operations and administrative support to the project including financial management,
Financial reporting, preparation of audits and follow-up actions, and maintenance and inventory control of all project assets.
Perform as UNEP-MLAWCRR/RDC liaison on project implementation, administrative and finance issues for the project and ensure compliance with UN Environment Guidelines and government rules and regulations.
The PA will be based at the Ministry of Lands, Agriculture, Water, Climate and Rural Resettlement and will serve as member of the programme secretariat working under the Project Coordinator.
Prepare for Board meetings, including timely circulation of draft agenda, minutes of previous meetings and all background documentation. Following meetings, prepare and circulate minutes and any other documentation for comments in good time and implement any necessary adjustments.
Compile background material, working papers and statistical data for briefing sessions.
Arrange programme visits and prepare reports including travel administration functions.
Assist in preparing for training sessions.
Draft routine correspondence and follow up and respond to queries on programme matters.
Support with procurement of goods and services including contracts administration.
Maintain an asset register for project equipment.
Collect, maintain and update data relevant to the Readiness programme.
Maintain a consultants’ database for the project.
Maintain project files for technical and financial records and keep information and reference material in a manner which allows easy reference and retrieval.
Provide project information and data as requested by audit and evaluation missions.
Support with preparation of work plans, progress reports including financial reports and obtaining necessary approvals and authorisations.
Perform as UN Environment/MLAWCRR liaison on administrative and finance issues for the Nap Readiness programme.
Recruitment Qualifications
Education: A degree in Public Administration, Business Studies, Accounts, Social Sciences, Development Studies, Geography, Environmental Science and Climate Change or any other relevant programme with specialized certification in Accounting and Finance would be required.
Experience:
3 years or more of relevant administrative or programme experience is required at the national or international level.
Experience in office management, equipment, usage of computers and office software packages (E-mail/Internet, MS Word, Excel, Publisher etc.) and knowledge of spreadsheet and database packages and in handling of web- based management systems.
Working knowledge of the government’s procurement guidelines and procedures is an advantage.
Appreciation of UN Environment processes and procedures in project implementation and procurement will be an advantage.
Systematic, well organized approach to work and demonstrated ability to apply good judgment in prioritizing assignments, effective time management and efficiency in meeting commitments, observing deadlines and achieving results. He/ she must have worked on climate change related activities in the past two years.
Experience working in a multi-cultural and/or international work environment. Experience in Government and in interdepartmental procedures.
Language Requirements:
Fluency in both written and spoken English
Professionalism
Good judgement in balancing the need to follow orders and take initiatives.
Good interpersonal skills and ability to establish and maintain effective partnerships and working relationships with multiple stakeholders.
Focuses on impact and result for the client and responds positively to feedback.
Excellent analytical and problem solving skills.
Highly developed written and oral communication skills.
Consistently approaches work with energy and a positive, constructive attitude.
Remains calm, in control and good humoured even under pressure.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Duration of the contract: 3 years, 2019- 2021
Duty Station: The Project Assistant will be housed at the Offices of the Ministry of Lands, Agriculture, Water, Climate and Rural Resettlement 11th Floor Kaguvi Building, 4th& Central Avenue, Harare. Interested candidates should submit their applications together with a detailed Curriculum Vitae by no later than 14 December 2018. To be considered interested applicants are requested to forward their application to:
Email: [email protected] copy [email protected]
&
The Director Climate Change Management Department
Ministry of Lands, Agriculture, Water, Climate and Rural Resettlement
12th Floor Kaguvi Building
Cnr 4th Street/ Central Avenue
Harare
Only shortlisted candidates will be contacted
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