NAFASI ZA KAZI 2; UNDP

Registry Clerk

UNDP

Date Listed: Jul 30, 2012
Phone: No Calls Please
Area: Dar Es Salaam
Application Deadline: Aug 10, 2012

Position Description:

Type of Contract: FTA Local

Post Level:GS-4

Languages Required:English

Starting Date:(date when the selected candidate is expected to start) 03-Sep-2012

Duration of Initial Contract: 1year

Background

As one of the original eight pilot countries for the UN Reform initiative Delivering as One, Tanzania is a global leader in advancing reforms of the UN system, with a view to support accelerated harmonization in implementation practices, coherence in programming, and alignment with national systems, intended to produce a reduction in transaction costs and enhanced development impact.

Deepening reform will require new and even more innovative ways for the UN agencies to work together. Programme planning, resource mobilization, evaluation, and review activities will be done collaboratively. There will be increased harmonization of UN policies, procedures and tools, possibly leading towards the establishment of a One UN Operations Team

Under the guidance and supervision of the Administrative Associate, the Registry Clerk provides reliable registry services and supervises other Registry staff. .The post holder will also be responsible for providing support to office operations including management of conference rooms, E-Registry, digital records and electronic document management.

The Registry Clerk demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.

Duties and Responsibilities

Maintenance of the registry system

Set up and maintenance of the office filing system in accordance with the UNDP Global Filing System

Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.

Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents

Provision of photocopies of material from the confidential registry files, as requested by staff

Assistance in the collection of reference and background material from registry files

Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files

Preparation of correspondence and reports related to registry activities

Supervision of the Registry support staff

Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff

Effective Mail Management

Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer

Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution

Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for.

Cost recovery for pouch services

Proper prorating and billing of user agencies

Stores Management

Effective control of stores operations including replenishment of stocks, safe keeping and issuing of stationery and equipment to the end users twice per week and attends ad hoc emergency requests.

Procurement planning and execution including raising or receiving requisitions from users, obtaining quotations, prepare price comparison statements and subsequently place orders.

Provision of administrative and logistical support

Administrative support to organization of conferences, workshops, retreats.

Management of UNDP conferences room

Coordinate logistical support to conferences, workshops, meetings at UNDP office

E-registry/e-documentation/digital record management

Administer and maintain electronic registry/electronic documentation/archiving system including conversion of the old archives and recording of incoming and outgoing documents for easy access, in close cooperation with ICT staff, contributing to the streamlining of administrative business processes through computer-based knowledge

Support to knowledge building and knowledge sharing and implementation of electronic document management system

With the assistance of ICT staff, maintain backup system for safe storage of record and for ensuring business continuity

Maintenance of archives, both physical and virtual, making sure files are properly stored and accessible; safe keeping of documents

Receipt and maintenance of the physical and virtual office circulation, publications and reference documents

Competencies

Operational Effectiveness

Ability to perform a variety of repetitive and routine tasks and duties related to registry

Ability to review data, identify and adjust discrepancies

Ability to handle a large volume of work possibly under time constraints

Good knowledge of administrative rules and regulations

Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required

Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service

Ability to organize and complete multiple tasks by establishing priorities

Managing Data

Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases

Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative

Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy

Interprets data, draws conclusions and/or identifies patterns which support the work of others

Managing Documents, Correspondence And Reports

Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software

Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction

Shows sound grasp of grammar, spelling and structure in the required language

Ensures correspondence, reports and documents comply with established UN standards

Ability to produce accurate and well documented records conforming to the required standard

Planning, Organizing and Multi-Tasking

Organizes and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships

Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines

Demonstrates ability to quickly shift from one task to another to meet multiple support needs

Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support

Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

Education:

Secondary School education,

Experience:

4 years of relevant work experience

Ability to work with computer and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages

Understands the main processes and methods of work in particular electronic document and digital record management

Is conversant with the digital records and e-registry management systems

Language:

Good communication and writing skills in English and Kiswahili

Application Instructions:

Go to the Email Link above

Website: Go to Website

Landscape Technical Specialists (2 Posts)

UNDP

Date Listed: Jul 30, 2012
Phone: No Calls Please
Area: Iringa
Application Deadline: Aug 17, 2012

Position Description:

Type of Contract:Service Contract

Post Level:SB-4

Languages Required:English

Starting Date :(date when the selected candidate is expected to start) 17-Sep-2012

Duration of Initial Contract:One year

Expected Duration of Assignment: 5 years

Background

The Global Environment Facility (GEF) in collaboration with UNDP has committed US$ 6.3 million to support strengthening the Protected Area Networks in Southern Tanzania; by implementing measures that will contribute to improving the effectiveness of National Parks in addressing threats to biodiversity conservation. This project aims at creating a coordinated landscape management approach in the Greater Ruaha landscape (GRL) and Greater Kitulo-Kipengere landscape (GKKL) to serve as a shield against human-induced pressures on southern Tanzania’s threatened biodiversity. In addition, the project will provide planned, targeted and effective support to the operational capacity of core protected areas within those landscapes. These two landscapes will be managed for the conservation of biodiversity and landscape values, including aligned revenue generation opportunities and enhanced economic performance, for ecosystem services (which are better managed at landscape level), for optimum ecosystem functioning, and for sustainable protected area management

The project entails the creation of active and functioning inter-sectoral District land management coordination mechanisms between TANAPA, district authorities, the Wildlife Division (WD) and Tanzania Forest Services (TFS) and will also involve planning, implementation, and monitoring by key state and civil society partners. The resulting coordination mechanisms will be used primarily for integration of management of NPs and broader landscapes in Southern Tanzania in both the Greater Ruaha and the Greater Kitulo-Kipengere landscapes through ensuring both that biodiversity management in National Parks, and wildlife migration corridors and dispersal areas is factored into decision-making governing land use management and that operational capacity is sufficiently enhanced to manage PAs effectively.

This project also aims to demonstrate that all sectors can work together through an integrated approach and that the development of land management coordination mechanisms that involve the state, communities, civil society and the private sector in decision making can lead to better conservation and sustainable livelihoods. A model will be produced for conserving biodiversity through coordination mechanisms and landscape level management planning starting with the three ecologically linked PAs that form much of the area of the landscapes of Ruaha National Park, Mpanga Kipengere Game Reserve and Kitulo National Park.

The project coordination unit has been established in Iringa, lead by a full time Project Coordinator and supported by a part time Technical Advisor. Other staff includes a Project Accountant, three drivers and one office secretary. The two Landscape Technical Specialists being sought by this TOR shall be stationed in Iringa with considerable time spent from respective secondary bases at Ruaha and Kitulo National Parks and will form part of this team. The main role of the project team will be to coordinate the implementation of project activities including providing guidance to a team of consultants and existing staff in the respective protected areas and other partners (including those in the districts).

Duties and Responsibilities

Under the direct supervision of the Project Coordinator, the Technical Advisor (TA) and TANAPA the two Landscape Technical Specialists (LTS) will be responsible for providing overall technical backstopping to the Project activities in the respective Landscapes. Each LTS shall act as a lynch pin to coordinate activities on a landscape level between the partners. The first (Greater Ruaha) will be quartered in the Iringa project management unit with approximately 50% of time spent at RUNAPA headquarters and coordinate GRL aspects of the project. The second (Greater Kitulo-Kipengere) shall be based in the Iringa project management unit with approximately 50% of time spent at KNP headquarters and coordinate GKKL activities.

In order to gain maximum efficiency in project implementation, through the guidance and assistance of the PC, each LTS will be responsible for the implementation of landscape related activities. Where there are lessons learnt, intra-landscape cross-over issues, or higher level engagement required, responsibility will be closely guided in consultation with the PC. The LTS will work closely with landscape level committees for the GRL and GKKL respectively, and these committees will be responsible for forging linkage between the project and the different government PA agencies and communities.

The LTS will strive to ensure ownership and sustainability of the project through ensuring that project activities are integrated to other ongoing initiatives in the regions and district surrounding the respective landscape. The LTS will therefore provide sound technical advice to the Project Management Unit; the landscape Committee and partners surrounding respective landscapes as the basis for implementing project activities including the formulation and implementation of the participatory ecological monitoring and evaluation systems that are based on the best scientific evidence available, and generate lessons that should be documented and shared to inform future programming. The LTS is expected to adopt an on-the-job capacity building approach targeting the district technical teams in the participating district councils. Specific activities will include the following:

Coordinate, manage and monitor the implementation of the landscape level aspects of the project, ensuring that all the site activities are carried out on time and within planned budget to achieve the stated outputs;

Coordinate detailed budget and annual work plan preparation and revision of the Project Management Plan by field staff and government agencies in close liaison with the NPC

Assist and advise the NPC in the coordination of the work of all consultants and sub-contractors, ensuring the timely delivery of expected outputs, and effective synergy among the various sub-contracted activities as well as on site level activities and updates

Ensure financial resources are availed on time to implementing partners, government agencies and field staff

Manage the landscape level action project finance, oversee overall resource allocation and where relevant submit proposals for budget revisions to the PSC and UNDP as appropriate;

Coordinate and oversee the preparation of the outputs of the site actions and progress reports and share reports with all participating parties

Ensure effective communication with the relevant authorities, institutions and government departments;

Foster, establish and maintain links with other related national and international programmes and National Projects;

Assist with the organization of National Coordinating Committee meetings;

Support the PSC in maintaining effective communication with the relevant authorities, institutions and government departments;

Assist with the identification of the consultants and experts, and supervise their performance, assist the PSC in ensuring that all the activities are carried out on time and within budget to achieve the stated outputs, especially where related to the appropriate landscape focus;

Assist the PC in the preparation and submission to UNDP, of regular quarterly progress and financial reports; as well as Project Implementation Report or Annual Project Report (PIR/APR), technical reports, for submission to TANAPA, UNDP/GEF, and Government Departments, as required in appropriate formats

Assist with the preparation and implementation of a project monitoring and evaluation plan including identification of appropriate project indicators able to reflect progress of activities as well as impact

Assist with minute taking and capturing and incorporating recommendations from PAC meetings into project execution and monitoring and evaluation plan

Assisting with providing information as needed to carry out any monitoring and evaluation activity as part of the UNDP/GEF internal guidelines

Assist the National Project Coordinator in liaison work with project partners, donor organizations, NGOs and other groups to ensure effective coordination

Contribute to capturing and documenting lessons from project implementation and make recommendations to the coordinating and Steering Committee for more effective implementation and coordination of project activities.

Competencies

The LTS will require substantial training and experience in environment and Natural Resources Management and conservation. In addition, experience in working with government staff, local Government authorities and research or private institutions and extensive involvement with technical support to project development, implementation and management. Prior involvement in implementing UNDP/GEF funded projects would be an advantage. In summary the LTS should have the following competencies:

Strong research and analysis skills, proven ability to plan, organize and effectively implement activities.

Ability to coordinate and work in teams, as well as in complex environments, proven experience in participatory processes, and in facilitating dialogue between Government, Development partners, private sector and civil society.

Strong communication and advocacy skills, understanding of UNDP/GEF functioning and reporting procedures.

Understanding of wildlife and landscape conservation and management.

Required Skills and Experience

At least Masters Degree or equivalent in Natural Resources management; environment, economics or natural sciences with experience in research, project planning, implementation, Monitoring and Evaluation coupled with knowledge on Institution building.

A minimum of ten (10) years of post-graduate professional experience in the field of natural resources management

Highly developed and proven communications and facilitations skills

Proven Experience of Engagement with both Government, Private Sector and Community Stakeholders

Thorough understanding of Landscape planning; forest, wildlife and biodiversity conservation issues including environment policies and governance systems

Project Management, Monitoring and Reporting Experience including ability to work in the field / in isolated conditions

Considerable knowledge of the southern circuit / southern regions of Tanzania

Proven experience of working within or closely with MNRT agencies / TANAPA will be an added advantage

Substantive knowledge of UNDP/GEF programming tools for planning, monitoring, and general knowledge of the UNDP Practice Areas, particularly Environment

Strong spoken Swahili an added advantage, knowledge of the GRL / GKKL landscapes a distinct advantage.

Application Instructions:

Go to the Website Link below

Website: Go to Website