Project Background

The United Nations Development Programme Country Office (UNDP CO) in Mauritius will implement an Adaptation Fund project ‘Restoring Marine Ecosystem Services by Restoring Coral Reefs to Meet a Changing Climate Future’ with a budget of USD 9,132,420 financed through an Adaptation Fund Board (AFB) grant. The project will be implemented under the Direct Implementation Modality (DIM) and involves executing partners in the Republic of Mauritius (Ministry of Blue Economy, Marine Resources, Fisheries and Shipping) and the Republic of Seychelles (Ministry of Environment, Energy and Climate Change). The project implementation will start in 2020 and run over a period of six years (72 months).

The overall objective of the project is to reduce the impact of climate change on local communities and coral reef-dependent economic sectors in the Republic of Mauritius and the Republic of Seychelles by implementing coral reef restoration with thermal tolerant corals as adaptation to climate change. The project objective will be achieved through the following outcomes

In the Republic of Mauritius

• development of a sustainable partnership and community-based approach to reef restoration;
• establishment of coral farming and nursery facilities, and
• active restoration of degraded reefs.

In the Republic of Seychelles

• development of a sustainable partnership and business approach to reef restoration;
• establishment of coral farming and nursery facilities, and
• active restoration of degraded reef.

In both countries

• improved understanding and knowledge management of using coral reef restoration as an adaptation to climate change;
• sharing regionally and globally the experienced learned in sustainable coral reef restoration, and
• training to build capacity for long-term sustainable coral reef restoration.

The project is divided into three components

• Component 1: Enhancement of food security and reduction of risks from natural disasters through the restoration of degraded reefs in Mauritius;
• Component 2: Enhancement of food security and reduction of risks from natural disasters through the restoration of degraded reefs in Seychelles;
• Component 3: Knowledge, management and sharing, training and sensitization to build regional capacity for sustainable reef restoration.
   

Summary of Key Functions

The Project Assistant (PA) will be locally recruited based on an open competitive process. He/she will be responsible for the overall administration of the project. The PA will report to the Regional Project Manager. He/she will be based in Mauritius. Generally, the PA will be responsible for supporting the Regional Project Manager in meeting the two governments obligations under the project, under the Direct Implementation (DIM) Modality.

Summary of Key Functions

• Liaison and Project Coordination;
• Project data collection, monitoring and evaluation, reporting;
• Assistance to Regional Project Manager;
• Administrative support to the Programme Unit.

Functions / Key Results Expected

Specific tasks and responsibilities

Liaison and Coordination

• ensures effective coordination between all the actors in the Project Steering Committee (PSC) and Project National Coordination Committee (PNCC), in implementation of project activities;
• ensures collection and dissemination of information pertaining to project’s dynamics along the Regional Project Manager, Finance and Procurement Assistant, UNDP Head of Environment Unit and Project Director;
• establishes and maintains a permanent and an efficient communication channel with head actors of the PSC and PNCC;
• advises all project counterparts on applicable administrative procedures and ensures their proper implementation;
• maintains project correspondence and communication;
• receives, screens and distributes correspondence and attach necessary background information;
• assists in logistical organization of meetings, training and workshops;
• prepares agendas and arrange field visits, appointments and meetings both internal and external related to the project activities and write minutes from the meetings.

Project data collection, monitoring and evaluation, reporting

• continuous data collection for project’s activities/interventions monitoring and evaluation;
• prepares continuous evaluation reports and submits to the Regional Project Manager;
• collects, registers and maintains all information on project activities;
• monitors project activities, budgets and financial expenditures;
• supports the preparations of project work plans and operational and financial planning processes;
• maintains project filing system;
• follows-up on timely disbursements by UNDP CO;
• maintains records over project equipment inventory;
• assists in the preparation of payments requests for operational expenses, salaries, insurance, etc. against project budgets and work plans.

Assistance to Regional Project Manager

• performs as secretary to meetings led by the Regional Project Manager or UNDP Head of Environment Unit with partners and stakeholders and to monitor follow up actions on decisions taken;
• performs any other cognate duty to be assigned by the Regional Project Manager;
• contributes to the preparation and implementation of progress reports;
• assists in procurement and recruitment processes;
• prepares routine correspondence and memoranda for Regional Project Manager’s signature.

Administrative support to Programme Unit

• Preparation of non-PO vouchers for development projects;
• Preparation of admin documents as required for project advancement;
• Presentation of information for audit of projects;
• Performing all required operations in ATLAS, Sharepoint and other online systems as needed.

Core Competencies

• Demonstrating/safeguarding ethics and integrity; 
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision making.

Functional Competencies       

Level 1.1: Support the preparation of information for advocacy

• Identifies relevant information for advocacy for a variety of audiences.

Results-Based Programme Development and Management

Level 1.1: Contributing to results through provision of information

• Provides information and documentation on specific stages of projects/programme implementation.

 Building Strategic Partnerships

Level 1.1: Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives.

Innovation and Marketing New Approaches

Level 1.1: Implementing processes and uses products

• Documents and tracks innovative strategies/best practices/new approaches.

Resource Mobilization

Level 1.1: Providing information for resource mobilization strategies

• Maintains information/databases on potential and actual donors;
• Maintains database of project files;
• Provides data and information needed for preparation of project documents.

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position;
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• Demonstrates good knowledge of information technology and applies it in work assignments.

Client Orientation

Level 1.1:  Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
• Responds to client needs promptly.

Education

• Minimum Bachelor’s Degree in: Management, Engineering, Economics, Finance, Biology and or Environmental Sciences, Public Administration;
• Diving qualifications such as PADI or equivalent is desirable.

Experience

• At least 3 years in project management, administrative and/or financial management, environmental management experience;
• Demonstrable ability to administer project budgets, and track financial expenditure;
• Demonstrable ability to maintain effective communications with different stakeholders, and arrange stakeholder meetings and/or workshops;
• Excellent computer skills, in particular mastery of all applications of the MS Office package;
• Experience in ATLAS or other enterprise software will be an advantage.

Language Requirements

• Fluency in English and French (written & spoken);
• Fluency in local language Mauritian Creole is desirable.
   

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: 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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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Contract Duration: One Year Renewable