UNDP Job Vacancy — Project Assistant

UNDP Job Vacancy — Project Assistant

Project Assistant

UNDP 

Dar es Salaam

Background

The Ministry of Agriculture, Irrigation, Natural Resources and Livestock (MAINL), in partnership with the United Nations Development Programme (UNDP), is implementing the project “Safeguarding Zanzibar’s Forest and Coastal Habitats for Multiple Benefits”, funded by the Global Environment Facility (GEF). The project aims to strengthen biodiversity conservation, promote sustainable land-use practices, and enhance climate resilience in Zanzibar. The project will be implemented over a period of six (6) years, from February 2026 to February 2032.

The project comprises four components. Component 1 focuses on strengthening the policy and institutional framework for effective biodiversity and ecosystem management by addressing gaps in the implementation and enforcement of relevant national policies and regulations. Component 2 aims to improve the management of Protected Areas (PAs) and Community Forest Management Areas (CoFMAs) through updated management plans, enhanced infrastructure and technical capacity, strengthened governance, and promotion of sustainable livelihoods in Unguja and Pemba. Component 3 supports knowledge management and gender mainstreaming to improve access to information on biodiversity conservation, sustainable land use, and climate change mitigation while Component 4 focuses on monitoring and evaluation of the project in accordance with GEF and UNDP requirements.

Executed under the National Implementation Modality (NIM), the project relies on a dedicated Project Management Unit (PMU) to ensure operational excellence. To this end, MAINL, through UNDP, seeks to engage a Project Assistant to provide essential financial, and logistical support, ensuring the project meets its ambitious conservation and development targets.

Duties and Responsibilities

1. Project Planning and Implementation Support

• Support implementation of project activities in line with the approved Project Document and Annual Work Plans (AWPs).
• Assist in the preparation, consolidation, and revision of AWPs, budgets, and implementation schedules.
  Compile and organize project data and information to support planning, monitoring and reporting.

2. Financial Management and Reporting

• Support financial management processes, including: Budget tracking, Preparation of payment requests and Monitoring of advances and liquidations
• Assist in monitoring budget utilization and flag variances or risks to the Project Manager.
• Contribute to the preparation of financial and narrative reports, including quarterly, annual, and GEF reporting inputs.

3. Procurement and Asset Management

• Support implementation and tracking of the Annual Procurement Plan (APP).
• Assist in procurement processes, including: Preparation of technical specifications and solicitation documents, Vendor follow-up and Contract tracking.
• Maintain procurement records and ensure compliance with UNDP procurement procedures.
• Support inventory management, asset tracking, and verification processes.

4. Monitoring, Documentation, and Compliance

• Maintain complete, accurate, and compliant project documentation in accordance with UNDP rules and POPP procedures.
• Maintain project logs, including: Risk logs, Issue logs and Action trackers.
• Support monitoring of project progress against the results framework and agreed indicators.
• Ensure that project documentation is audit-ready and compliant with UNDP internal control requirements.

5. Reporting and Corporate Requirements

• Assist in preparation of inputs for: Project Steering Committee (PSC) reports, GEF Project Implementation Reports (PIR) and Other corporate reporting requirements.

6. Coordination and Administrative Support

• Provide secretariat support for PSC meetings, technical working groups, missions, and workshops.
• Prepare agendas, meeting materials, minutes, and follow-up action matrices.
• Coordinate travel and logistics for project staff, consultants, and stakeholders, including travel authorizations and related arrangements.
• Support coordination with government counterparts, UNDP units, and project stakeholders.
• Maintain stakeholder databases and communication records.

7. Knowledge Management and Record Keeping

• Maintain organized project records, including reports and documentation.
• Support knowledge management, training, and capacity-building activities, including capturing lessons learned.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Required Skills and Experience

Education:

• Secondary education is required. OR
• University degree (Bachelor’s degree) in Project Management, Environmental Studies, Natural
• Resources, Administration, Development Studies or related fields will be given due consideration, but is not a requirement

Experience:

• Minimum five (5) years (with secondary education) or two (2) years (with bachelor’s degree) of relevant professional experience in the field of project administration, logistics, M&E support, operations or related areas.

Required Skills:

Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages.

Desired Skills:

• Experience working with government, UN agencies or donor funded projects.
• Experience in preparation of financial reports and overviews.
• Experience using tools of monitoring and evaluation.
• Experience in project management processes.
• Experience in procurement procedures of national / international organizations.

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.

How to Apply:

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