The Finance and Administrative Assistant will prepare activity budgets, budget revisions, financial reports and provide administrative support to the project/The Finance and Administrative Assistant is responsible for the financial and administrative management of the project activities and assists in the preparation of quarterly and annual work plans and progress reports for review and monitoring by UNEP. The Finance and Administrative Assistant is responsible for day to day financial management and administrative support to the project.
Key Duties and Responsibilities:
Responsible for providing general financial and administrative support to the project;
Take own initiative and perform daily work in compliance with annual work schedules;
Assist project management in performing budget cycle:
planning, preparation, revisions, and budget execution;
In consultation with the Project Coordinator (PC) and Project Assistant (Finance and Administration), prepare annual and quarterly work plans and supervise their implementation
Manage the project budget in accordance with the agreed work plan and ensure that the financial resources are used efficiently and economically to deliver project outputs In consultation with the Project Coordinator (PC) and Project Assistant (Finance and Administration),
prepare annual budget revisions according to UNEP/GEF requirements.
Monitor utilization of financial resources to ensure accuracy and reliability of financial reports Supervise the Project Finance and Administrative Assistant to ensure timely delivery financial reports as required
Monitor and update the status of project risks initially identified in the project document and submit any new risks identified to the project board for consideration and decision on possible actions to address the risks
Document lessons learnt during project implementation as part of knowledge management Supervise project field officers and ensure field activities arc implemented as planned In consultation with the PC liaise with UNEP/GEF task manager during the implementation of the project to ensure effective project management according to GEF and UNEP requirements
Ensure that all project activities are carried out on schedule to achieve timely realization of project outputs
Prepare and submit half yearly technical progress reports and project implementation review reports as per the UNEP/GEF requirements.
At the end of the project, prepare and submit terminal project reports including terminal technical reports and financial reports Draft Terms of Reference (TORs) for consultants and participate in the selection and recruitment and supervision of consultant Monitor and supervise work of consultants to ensure timely delivery of quality outputs as per approved TORs With support from the PC and the project technical steering committee guide on selection of the community-based projects
Prepare sub-contracting agreements with partners and ensure their effective implementation.
Monitor and supervise implementation of community-based projects supported by project
Prepare and submit quarterly and annual financial reports and half yearly and annual technical progress reports as required In consultation with the PC convene meetings of the technical and steering committees
Make all necessary arrangements and preparations for the missions of any consultants and UNEP backstopping officers and PSC members
Organize Project Steering committee (PSC) meetings and act as a secretary to the PSC meetings and produce their minutes on time. Promote public relations of the project in the country and globally Maintain good communication with project partners and stakeholders In collaboration with PC
provide training and capacity building in relevant technical areas where appropriate Observing agreed project management procedures in order to facilitate project implementation and ensure delivery of high quality outcomes Coordinate and participate in M&E activities of the project to appraise project success and make recommendations for consideration by the project technical committee and approval by project steering committee
Support UNEP and the consultants in conducting midterm evaluation and terminal evaluation exercises. In collaboration with PC, organize and facilitate project workshops and prepare workshop reports/proceedings as applicable
Perform other duties as may be required to enhance implementation of the project.
Qualifications, Skills and Experience:
Bachelors degree in any of the following: Forestry, Wildlife Management, Environmental Science or Natural Sciences Masters degree in forestry, wildlife management, environmental science is a must Any other additional relevant qualifications/training are desirable At least ten years of working experience in wildlife I forestry / biodiversity conservation and management in Uganda, of which five (5) years should be in project management Minimum of five years experience in administration/management of GEF projects; GEF policies and procedures
Experience in working with indigenous peoples and local communities on natural resources management
Experience in selection and management of community-based projects Experience in facilitating meetings or discussions;
Experience working with international partners;
Experience in managing multi-stakeholder projects Working knowledge and experience with Government of Uganda Agencies Ability to prepare project workplans, administer budgets, staff supervision Skills in drafting, writing and editing project reports
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