Technical, Financial and Administrative Assistant

This position, together with the Project Manager forms the Project Management Unit (PMU) which will be based at the Environmental Protection Agency.

General

Assignment title: Technical, Financial and Administrative Assistant

Assignment country: Guyana

Host Agency: UNDP

Type: Onsite

Duty station: Georgetown (GUY)

Details

Mission and objectives

The United Nations Development Programme (UNDP) works in approximately 170 countries and territories, helping to achieve the eradication of poverty and the reduction of inequality and exclusion. The programme helps countries to develop policies, leadership and partnership skills, institutional capacities, and to build resilience to sustainable development results. UNDP implements several projects in different areas, offering its partners technical, operational and management assistance through access to methodologies, specialized knowledge, specialized advice and technical cooperation through its Global Policy Network.

UNDP in Guyana is guided by a Country Programme Document (currently Country Programme 2022-2026, as approved by the Executive Board in February 2022), which is in line with the strategic priorities of the Government of Guyana, enshrined in key strategies and plans, including the Low Carbon Development Strategy (LCDS 2030). UNDP continues to support Guyana in implementing the Sustainable Development Goals and an agenda that focuses on i) building a diversified and resilient productive sector, with emphasis on job creation and support to small-medium businesses; (ii) supporting effective governance, safety, security and the rule of law; (iii) environmental management and resilience; (iv) enhancing and expanding social services, particularly in education and health and including support for the national COVID-19 recovery programmes.

Context

In keeping with its mandate UNDP is providing support to enable the “Strengthening of a framework for biodiversity mainstreaming and mercury reduction in small-scale gold mining operations” project. The objective of the project is to strengthen the regulatory framework and institutional capacity for the management of small-scale gold mining and promote greater adoption of environmentally responsible mining techniques in Guyana in order to protect globally significant biodiversity, reduce mercury contamination, enhance local livelihoods and human health.

The project seeks to improve the environmental management of small-scale gold mining in Guyana which is the largest driver of deforestation and degradation in the country and contributes to biodiversity loss, land degradation and contamination. To do so, the project has been organized into four outcomes: 1) Policy and regulatory framework strengthened and supported for oversight of the environmental impacts of the small -scale gold mining sector; 2) Increased institutional capacity and inter-institutional coordination to mitigate and manage the impacts of small -scale gold- mining; 3) Adoption of more environmentally responsible gold mining practices increased; and 4) Knowledge management, monitoring and evaluation implemented to support learning and upscaling.

Expected global impacts include: a a) 6,500,000 hectares of forests of the greenstone belt in six mining districts under improved management to protect globally significant biodiversity through support to the implementation of the National Mineral Sector Policy Framework and Actions which seek to balance mineral development with other priorities such as BO conservation, protection of watersheds and freshwater, preservation of carbon stocks and socio- economic development (overall project impact}; b} phase-out of 10.2 metric tonnes of mercury in project intervention areas; c} 1,235 miners (10% are women} implementing environmentally responsible mining practices reducing mercury use, deforestation and safety and occupational threats, and increasing gold recovery and incomes; d) 1,209 hectares of high conservation value forests conserved in project intervention areas through Improved prospecting; e) 445 hectares of forests and forest land restored In areas degraded by mining in demonstration project sites; and f) 8,032 persons benefitted through awareness raising, training and reduced exposure to mercury: 1,499 miners {10% women), 2,178 Mahdia residents {42% women); 4,355 indigenous peoples {50% women). These benefits will translate into direct benefits for various species, many of which are globally significant, including endemic and endangered species as well as species of economic importance to local communities and indigenous peoples.

Task description

The technical, financial and administrative Assistant (Project Assistant) will act as a liaison officer to the Project Manager under the project and will provide sound technical, financial and administrative support and guidance to the Project Manager in the planning and implementation of project outputs as well as overall project management and administration. This position, together with the Project Manager forms the Project Management Unit (PMU) which will be based at the Environmental Protection Agency.

Under the supervision of the Project Manager, and in coordination with UNDP and the Implementing Partner (Environmental Protection Agency), the Project Assistant will have the following specific responsibilities:

Administrative Services:

• Provide support to the Project Manager in processes related to planning, administration, procurement, payments, conciliations, budgetary revisions and inventories, ensuring adequate administrative and financial management in accordance with UNDP procedures.
• Liaise and follow up with the responsible parties for implementation of project activities on matters related to project funds and financial progress reports.
• Provide support to external staff mobilization (including and not limited to per diem allocation and travel settlement) in accordance with UNDP policies and procedures.
• Coordinate logistical aspects for the organization of workshops, meetings and events in coordination with the project´s technical team and partners.
• Ensure permanent communication and coordination on administrative and financial issues with the Implementing Partner and other project partners.
• Provide support to project audits and external evaluations. • Manage the project office (contracts, cleaning services, etc.)

Project documentation management:

• Keep records of project funds and expenditures and ensure all project-related financial documentation is well maintained and readily available when required by the Project Manager.
• Budgetary control, ensuring that project activities are carried out within the limits of the approved budget and UNDP rules and procedures. Verify quarterly and annual Combined Delivery Report (CDRs) for certification.
• Conciliate project expenses and commitments with those registered in the UNDP systems. Support the reconciliation of project intermediate and financial reports.
• Keep updated inventory records of project physical resources, which have been given in custody, ensuring their good use until their final disposal by UNDP.
• Keep updated files on administrative and financial issues (reports, communications, payment requests, and procurements).

Financial management, monitoring and reporting:

• Provide support in the selection and contracting processes for procurement of goods and services, as well as in screening and hiring individuals and travel management according to UNDP policies, standards, procedures and good practices.
• Ensure that transactions are undertaken in accordance with the procurement plan and agreements and/or contracts signed with third parties, and in accordance with UNDP rules and regulations.
• Review project expenditures and ensure that project funds are used in compliance with the Project Document and Government of Guyana´s financial rules and procedures.
• Interact with the QUANTUM System, managing requisitions, purchase orders, vendors, vouchers and others.
• Verify that all payments for remunerations and other services are made in accordance with the terms of the contracts or agreements and the corresponding authorizations.
• Follow up requirements and purchase orders in coordination with UNDP´s Procurement Unit or Government Procurement if required.

Technical Support Services:

• Provide sound technical support and guidance to the Project Manager and project specialists in planning and implementation of the project outputs, namely: implementation of the National Mineral Sector Policy Framework and Actions; improvement of mining sector regulations; institutional capacity building; establishment of a mercury-free mining fund; implementation of environmentally responsible mining practices; implementation of an awareness campaign and a communication strategy; and development of a stakeholder network for monitoring.

Other:

• Other tasks necessary for adequate project management.
• Any other duties that may be assigned by the Project Manager as may be deemed necessary during the life of the project.

Eligibility criteria

Age: 27 - 80

Nationality: Candidate must be a national or legal resident of the country of assignment. Candidates with work permit in the country of assignment are also encouraged to apply.

Requirements

Required experience:

• 3 years of experience in project administration, procurement and project management, including financial management.
• Experience in liaising and cooperating with government officials;
• Experience in organizing meetings, trip and per diem requests and in administrative functions;
• Knowledge in natural resources management is desirable;
• Experience in a project management setting involving a multi-lateral/ international funding agency, preferably with UN projects is desirable;
• Acquaintance with UNDP procedures is highly desirable;
• Computer skills and experience with data processing is mandatory.

Languages:

• English: Fluent, Required

Required education level:

• Bachelor’s degree or equivalent in Natural Sciences, Environmental Management, Project Management and Administration and/or Accounting/Finances.

Living conditions and remarks

Located in the Northern part of South America, Guyana the “land of many waters” is a unique blend of Caribbean and South American culture and history. With 965 miles of navigable rivers, 83% of Guyana is covered by pristine rainforest. The country is bordered by the Atlantic Coastline on the northeast, Venezuela on the west, Suriname on the east and Brazil on the West and South.

The contract lasts for the period indicated above with possibility of extensions subject to availability of funding, operational necessity and satisfactory performance.

Entry allowance will be provided. Travel to duty station will be provided in the event the duty station is not within commuting distance from the place of recruitment. The applicable Volunteer Living Allowance (VLA) is provided monthly to cover housing, utilities and normal cost of living expenses. Life, health and permanent disability insurance are included (health insurance for up to 3 dependents), as well as final repatriation (if applicable) and exit allowance for satisfactory service.

Specific UN Volunteer entitlements, including insurance coverage, Volunteer Living Allowance (VLA), Deployment / Repatriation lump sums, among others, are available at https://app.unv.org/calculator

The complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos

Apply here: https://app.unv.org/api/doa/doa/1727869002429696/social.html