Project Management Assistant

Duties and Responsibilities:

• Under the overall guidance and direct supervision of the UNEP Environmental Governance Sub-programme Coordinator, and the head of the AEF Secretariat, the Individual Contractor is required to develop and manage the AEF’s project portfolio and ensure effective and timely implementation of AEF’s activities. The following are the specific tasks and responsibilities:

Project Portfolio Development and Financial Coordination:

• Prepare and process legal instruments, including budgets and implementation plans, in liaison with partners and internal finance and administrative services.
• Develop legal instruments for project extensions, and revise project implementation plans.
• Coordinate activities related to budget funding, funding disbursements to implementing partners, financial status reporting, project budget revisions, etc in liaison with the Fund Management Officer. If issued by the Steering Committee, coordinate calls for proposals and conduct review/pre-assessment of proposals received.

Project Implementation Oversight and Compliance:

• Monitor the implementation/execution of projects.
• Review narrative and expenditure progress reports to ensure timely completion and correct utilization of funds in line with the project budget allocations and deliverables.
• Provide guidance to implementing partners in identifying and managing risks.
• Provide guidance to implementing partners in project procurement in line with UNEP Procurement Policies and Procedures.
• Provide inputs for facilitating the technical and financial closure of projects.

Governance Support, Reporting and Operational Coordination:

• Organize and provide administrative and substantive support to AEF Steering committee meetings, including proposing agenda topics, preparing meeting documents and presentations, handling logistics, etc
• Prepare annual reports to the AEF Steering Committee, and periodic reports to donors and other stakeholders.
• Organize meetings and events (range State briefing sessions, exhibitions, side events), including coordinating logistics such as venue arrangements, communication, travel arrangements, etc, preparing materials, presentations, and post-event documentation.
• Maintain AEF projects database and ensure proper filing of documents/reports associated with the AEF projects, meetings and activities.
• Assist in HR processes, including recruitment of consultants, payments, and other administrative documentation in collaboration with UNEP administrative units.

Qualifications/special skills

• Completion of High School Diploma or equivalent is required.
• Supplemental training in Project Management or related area is required.
• Bachelor’s degree in administration, project management, economics, international relations, environmental management or the equivalent combinations of education and experience in a related area are desirable.
• A minimum of three (3) years of relevant work experience in project planning, management and analysis at the national or international level is required.
• Experience in reviewing project documents, progress reports, workplans, and financial documents (budgets and expenditure reports) is required.
• Experience in the management of environmental projects, including monitoring and evaluation would be considered an advantage.
• Experience in working for multilateral or bilateral funding entities in the field of environment or development is desirable.
• Experience in working with national governments in Africa is desirable.