United Nations Development Programme (UNDP)

Biofin Project Administrator

United Nations Development Programme (UNDP)

Job Description

The Biodiversity Finance Initiative (BIOFIN) is a global project implemented by the United Nations Development Programme with financial support from the Government of Germany and the Government of Switzerland. BIOFIN supports countries with a methodology that provides innovative steps to measure current biodiversity expenditures, assess financial needs, identify the most suitable finance solutions and supports implementation of these solutions to help achieve national biodiversity targets. In South Africa, the BIOFIN project is implemented at a national level by the UNDP in partnership with the Department of Environment, Forestry and Fisheries (DEFF). The implementation of the project is done according to a stratey and agreed up Annual Work Plan. The national BIOFIN Project Steering Committee, co-chaired by DEFF and UNDP Country Office, provides guidance to the project, and the global UNDP BIOFIN team provides technical and other guidance. The BIOFIN South Africa core team will be made up of three members: The National Project Manager, based in the Department of Environment, Forestry and Fisheries; The Project Management Specialist, based in UNDP Country Office; and the Project Administrator, based in UNDP Country Office. South Africa is the implementation phase of BIOFIN. There are currently eight finance solutions that are being implemented by BIOFIN SA, as set out in the AWP. These are: 1) growing protected area own-revenue; 2) property rates tax reform; 3) building a grant mechanism for biodiversity stewardship programmes; 4) institutional support for biodiversity tax incentives; 5) improving the biodiversity offsets implementation modality; 6) developing a voluntary market-based certification in the wildlife sector; 7) developing an online biodiversity-economy investment portal; 8) improving the effectiveness of permits. The specific workplans for each of these finance solutions will need to be updated in line with current needs and situation in the country. There are some finance solution working groups already in place to drive the implementation of the finance solutions. These finance solutions complement the National Biodiversity Economy Strategy (NBES), which is led by DEFF with oversight from the Department of Planning, Monitoring and Evaluation (DPME). Under the overall guidance of the Programme Manager and direct supervision of BIOFIN Project Manager and the Project Management Specialist, the Project Administrator provides Project Management Support services ensuring high quality, accuracy and consistency of work. The role of the Project Administrator is to ensure effective delivery of the Project by performing all administrative duties and further support the Project Manager and the Project Management Specialist on a day-to-day operation in line with the UNDP rules and regulations. The Project Administrator will report directly to the BIOFIN Project Manager and the Project Management Specialist. The Project Administrator will promote a client-focused, quality and result orientated approach in the UNDP Country Office. The Project Administrator will also work closely with all other relevant units and other project teams within the UNDP Country Office. The role of the Project Administrator works in close collaboration with the operations, programme and project staff in the CO and UNDP HQ as required to exchange information and support programme delivery. The Project Administrator will be based at the UNDP Country Offices in Pretoria and may from time-to-time be required to have undertaken work-related aspects such as project related meetings at DEFF and in project landscapes. Duties and Responsibilities 1. Organization of project Administration activities and tasks:
  • Arrange, coordinate and manage the bookings of project meetings, conferences and workshops;

  • Coordinate, travel and catering arrangements;

  • Development of meetings agendas and programmes;

  • Prepare meeting and workshop documents;

  • Taking notes and preparing minutes of meetings and workshop proceedings and assistance in the timely follow-up of agreed actions;

  • Arrange project site visits for monitoring and evaluation purposes;

  • Take into account ad hoc activities as and when required.

2. Maintaining records of the project budget and expenditure:
  • Procurement of project requirements, processing invoices, keeping systematic track of all invoices/receipts received and payments made according to UNDP rules and regulations and ensure responsible parties adhere to the same rules and regulations.

  • Assist the Project Manager with quarterly financial and narrative reports.

  • Ensuring that all payments made are considered eligible by the UNDP.

  • Creation of payment requisitions and register project expenditures.

  • Regular update of project activities and progress on UN ATLAS system.

3. Communication and reporting:
  • Collecting, editing, summarizing and presenting project related information for the development and distribution and broadcasting of communication and awareness material through different media and social Media Platforms.

  • Updating project related website/webpages and delegating website tasks to and communication department as deemed appropriate

  • Keeping track of information dissemination activities of other project partners and related projects

  • Maintain and update project related Social Media Platforms.

  • Coordinate and monitor the quality of implementation of the communication strategies of the project partners and ensure it relate and link to the Project Communication Strategy.

4. Supports resource mobilization focusing on achievement of the following results:
  • Review of contributions agreement, managing contributions in Atlas.

5. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
  • Participation in the trainings for the operations/ projects staff on programme.

  • Contributions to knowledge networks and Communities of Practice.

Competencies Core Innovation
  • Ability to make new and useful ideas work

  • Ability to persuade others to follow

People Management
  • Ability to improve performance and satisfaction

  • Ability to listen, adapt, persuade and transform

  • Ability to get things done while exercising good judgement

Technical/Functional Job Knowledge/Technical
  • Understands and applies main processes and methods of Poject Support

  • Possesses basic knowledge of organizational policy and procedures relating to project admisistration and applies them consistently.

Learning and Development
  • Knowledge of enterprise learning and development issues, concepts, and principles, and ability to apply them.

Client Orientation
  • Organises and prioritizes work schedule to meet client needs and deadlines

Required Skills and Experience Education:
  • Secondary Education preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.

  • 5 years of administrative experience in project management environment is required (A University degree in Administration, Accounting, Finance, Environmental Management, Business Sciences or Public Administration with 4 years of related experience is also acceptable). Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web-based Management Systems and social media platforms.

Language Requirements:
  • Fluency in English

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