Programme Assistant

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Background

Djibouti is particularly vulnerable to the effects of climate change due to its geographical location and arid climate. The country is increasingly experiencing extreme climate events, such as sudden floods that mainly affect urban areas—especially the capital—causing severe disruptions to infrastructure and basic services. At the same time, rural regions face a persistent water crisis, where water scarcity affects agricultural activities, livestock, and the quality of life of communities. The depletion of water resources, exacerbated by prolonged droughts, places additional pressure on the rural economy and worsens food insecurity.

These escalating climate challenges directly impact the population’s livelihoods and highlight the urgent need to strengthen the country’s resilience to these threats. It is in this context that Djibouti is engaging in actions aimed at mitigating the effects of climate change and adapting more effectively to them, particularly through initiatives supported by international partners.

In response to these challenges, and complementing ongoing projects, the United Nations Development Programme (UNDP), in close collaboration with the Ministry of Environment and Sustainable Development (MEDD) of Djibouti, has developed a significant pipeline of projects focused on climate resilience and environmental sustainability. Among these initiatives are a USD 3 million project to support the reforestation of Day Forest, a USD 23 million project recently mobilized from the Global Environment Facility (GEF), a USD 3 million NAP project, and an additional USD 33 million project currently under submission to the Green Climate Fund (GCF).

With the expected increase in the volume of financial operations related to these projects, UNDP Djibouti needs to strengthen its team by recruiting a Financial Assistant Consultant. This position will help facilitate and streamline the management of financial operations, thereby ensuring the effective implementation of projects aimed at enhancing the country’s resilience to the impacts of climate change.

Duties and Responsibilities

The Programme Assistant will contribute to the financial management and administrative aspects of the Environment and Climate Change Unit. Under the direct supervision of the Environment and Climate Change Unit Programme Specialist, the Programme Assistant will be responsible for the following:

Financial Management and Monitoring

•    Ensure daily follow-up of payments for projects under the Environment and Climate Change Unit.
•    Prepare and send weekly payment tracking reports.
•    Monitor the internal payment process and flag any delays.
•    Propose solutions for improved payment management and monitoring.
•    Initiate Requisitions/Receipt in Quantum
•    Support financial clearance of field missions (DSA, advances, reconciliation).
•    Enter purchase and requisition plans into the Quantum system
•    Assist in preparing financial sections of procurement files (RFQs, RFPs, IC contracts)

Compliance and Control

•    Verify supporting documents attached to payments prior to signature, in accordance with UNDP financial procedures and policies, and in compliance with the SOP agreed between UNDP and MEDD.
•    Contribute to financial audits and prepare necessary documentation as required.
•    Monitor contract closure compliance for all projects.

Budget Support

•    Assist in the preparation and revision of project budgets.
•    Monitor budget revisions, ensuring that all budget changes are properly documented and approved.

Coordination and Communication

•    Collaborate with MEDD project teams, particularly financial assistants, to coordinate financial aspects and promptly communicate any missing information.
•    Ensure effective communication with the financial assistants of MEDD projects and the UNDP Operation Team.
•    Regularly share approved project financial statements with MEDD teams.

Administrative and Logistical Tasks

•    Ensure physical and electronic filing and archiving of financial and administrative documents within the Environment Unit, ensuring they are organized and accessible.

•    Support the creation of vendor profiles for goods and service providers.
•    Prepare and organize logistics for workshops and meetings, including room bookings, material preparation, required documents, and coordination with participants.
•    Support the preparation of mission orders for field missions and concept notes for workshopsEnsure comprehensive follow-up of the payment process related to the logistics for the travel of Ministry of Environment officials.
•    Draft minutes and notes when needed.
•    Retrieve and follow up on the registration of incoming correspondence to avoid delays in the payment process.
•    Monitor logistical and support needs during events to ensure their smooth execution.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement
•    The incumbent will be based in the UNDP Djibouti office;
•    The incumbent will have reporting line to the CO Environment and Climate Change Programme Specialist ;
•    The incumbent will work closely with Environment and Climate Change team within Djibouti CO and the Operation Team
 

Competencies

LEVEL 1: Plans and monitors own work, paysattention to details, delivers quality work by deadline

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makesimprovements

LEVEL 1: Open mindedand curious, sharesknowledge, learns from mistakes, asksfor feedback

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

LEVEL 1: Shows driveand motivation, ableto deliver calmlyin face of adversity, confident

LEVEL 1: Demonstrates compassion/understanding towardsothers, forms positive relationships

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Experience

Min. Education requirements    

Min. years of relevant work experience   

 •    Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant experience in projects Finance and Admin is
required
 

Experience, Knowledge and skills   

Desirable criteria  

Required Language(s)    

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

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