Job Code/Title: Administrative Associate
Location: Abuja
Type of Contract: Individual Consultancy
Duration: 6 months (Possibility of extension, depending on availability of funds)
Supervisor: National Ozone Office, FMENV
Background Information
Nigeria’s HCFC Phase-out Management Plan (HPMP) will result in the complete phase out of 407.7 ODP tonnes of HCFCs in Nigeria by 1st January 2040. The first stage of the HPMP includes actions for the completion of the 2013 consumption freeze and 2015 -10% reduction targets. Nigeria has obtained financial support from the Multilateral Fund to cover implementation of Stage 1 of the HPMP which will result in the phase out, by 1 January 2015, of 90.1 ODP tonnes of HCFCs, equivalent to 22% of Nigeria’s agreed baseline HCFC consumption. The programme is a performance-based agreement, which means that the country needs to achieve well-defined yearly HCFC consumption reduction targets in order to obtain each subsequent yearly funding-tranche. Detailed information on this programme can be found in the HPMP-document that was approved by the ExCom.
Functions/Key Results Expected
The mandate of the administrative Associate would be to assist the Federal Ministry of Environment National Ozone Office (FMEnv-NOO) and UNDP-Nigeria in providing administrative support services to implement the HCFC Phase-out Management Plan (HPMP) in Nigeria, approved at the 64th meeting of the Executive Committee held in Montreal in December 2010. The implementation will consist of a combination of Investment and Policy and Management Support components in accordance with the agreement between Government of Nigeria and the Executive Committee of the Multilateral Fund. UNDP is the lead implementing agency for this programme and will provide the required technical and infrastructural support for the implementation of the HPMP. The Administrative Associate is expected to discharge the following functions:
- Liaising between the Implementing Agencies (UNDP and UNIDO) and the Federal Ministry of Environment (National Ozone Office) on matters relating to the implementation of the HCFC Phase out Management Plan (HPMP)
- Maintaining list of national and international consultants and vendors working on HPMP;
- Assembling documentation for project related meetings; taking minutes at meetings and ensuring required reports are completed on time.
- Keeping abreast of changes in administrative rules, regulations and procedures; providing interpretation of same when required as they affect the implementation of the HPMP
- Participating in discussions of new or revised procedures and practices, interpreting and assessing the impact of changes, and making recommendations for follow up actions
- Undertaking the provision of services relating to travel and transport, maintenance of premises and office equipment etc.; drafting correspondence, reports, evaluations and justifications as required.
- Following up on local and international procurement issues, obtaining import duty waiver and facilitating the clearance of equipment from the ports and delivery at recipients’ premises.
- Performing any other duties within the purview of the project as assigned by the Project Coordinator.
Reporting and Deliverable:
The Administrative Associate will assist the National Ozone in providing FMEnv and UNDP-Nigeria with monthly brief updates on the tasks carried out. These updates should report on all relevant activities in the period and be accompanied by a request for payment over the same period.
Deliverables:
- Monthly, half-yearly and Annual Reports on activities carried out
- Minutes of meetings
- Records of all documents relating to the projects
Competencies and Critical Success Factors:
- Professionalism: Knowledge and understanding of Montreal protocol financial mechanisms and MLF policies and procedures.
- Communication: Speaks and writes clearly and effectively; listens to others; correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style, and format to match audience; and is proactive in sharing information and keeping people informed.
- Technological awareness: Keeps abreast of available technologies; understands technological applications in chemical handling and management; and actively seeks to apply and guide beneficiaries in the use of modern technologies in chemical management.
- Planning and Organizing: Is able to develop clear goals for the short, mid, and long-term that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities depending on pressing exigencies without compromising delivery of other tasks; uses time efficiently and complete work; is flexible, and monitors and adjust plans and actions as necessary; and considers and factors in, unexpected and/or urgent tasks and requirements.
Recruitment Qualifications:
Education:
- A minimum of Bachelor’s degree in any Social sciences or Secretariat/Administration related discipline.
Experience:
- At least 5 years experience in Secretariat Administration in any Government, Public Sector, Multilateral Organizations or NGOs.
- Minimum of three years experience in administration of similar environmental projects and activities, particularly under the Montreal Protocol.
- Knowledge and understanding of the Montreal Protocol issues
- Familiarity with UNDP process and procedures in implementing the Montreal Protocol in Nigeria
- Experience in public awareness creation initiatives
Language: Fluency in English and national language of the duty station.
Method of Application:
Applicants are invited to submit on line to the UNDP Consultants Database (http://rosters.ng.undp.org:8050/vmsb ). Applications close on 9th December 2011.
