MINISTRY OF SOCIAL SECURITY, NATIONAL SOLIDARITY, AND ENVIRONMENT AND SUSTAINABLE DEVELOPMENT (ENVIRONMENT AND SUSTAINABLE DEVELOPMENT DIVISION)

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1 MINISTRY OF SOCIAL SECURITY, NATIONAL SOLIDARITY, AND ENVIRONMENT AND SUSTAINABLE DEVELOPMENT (ENVIRONMENT AND SUSTAINABLE DEVELOPMENT DIVISION) JOB DESCRIPTION: PROJECT ADMINISTRATIVE ASSISTANT Recruitment f a Prject Administrative Assistant t supprt the day-t-day administrative requirement as well as the peratinal and financial management and reprting in the cntext f the develpment f Natinally Apprpriate Mitigatin Actins fr Lw Carbn Island Develpment Strategy fr the Republic f Mauritius I. Psitin Infrmatin Jb Title: Prject Administrative Assistant Psting: Climate Change Divisin f the Department f Envirnment Reprts t: The Administrative Assistant will wrk under the general supervisin f and reprt t the Prject Manager and the head the Climate Change Divisin. He/She will als reprt t the Natinal Prject Directr wh is als the Directr f Envirnment. II. Backgrund The Republic f Mauritius is amng the first cuntries t ratify the Kyt Prtcl. Hwever, it des nt have natinal strategies t guide medium-t-lng term mitigatin actins t tackle climate change. The ttal GHG emissin fr Mauritius was 5, Gg CO 2 equivalent in 2015 (Statistics Mauritius, 2016). The Paris Agreement defines the glbal bjective as "hlding the increase in the glbal average temperature t well belw 2 C abve pre-industrial levels while pursuing effrts t limit temperature rise t 1.5 C by the year 2100 ". The Intergvernmental Panel n Climate Change (IPCC) Fifth Assessment Reprt has recmmended that glbal GHG emissins need t be reduced by 40 t 70% belw 2010 levels by 2050 t have a likelihd f limiting the temperatures belw 2 C. Additinally, glbal carbn neutrality shuld be reached by the end f this century. The Paris Agreement als firmly places Natinally Determined Cntributins (NDCs) at the centre f Parties effrts in mving their ecnmies n lw-emissin resilient develpment pathways. Strng natinal plicy framewrks will need t be put in place t fster and enable sustained implementatin. As cuntries mve frward with the 1

2 implementatin, natinally apprpriate mitigatin actins (NAMAs) are expected t play prminent rle, as an instrument that will be used t achieve cuntries NDCs. In respnse t decisins adpted at the 19th and 20th sessins f the Cnference f the Parties (COP) t the United Natins Framewrk Cnventin n Climate Change (UNFCCC), the Republic f Mauritius submitted its Intended Natinally Determined Cntributins (INDC) t the UNFCCC Secretariat n 28 September Mauritius aims t abate greenhuse gas (GHG) emissins by 30%, by the year 2030, relative t the business as usual scenari by transitining t a lw-carbn develpment path thrugh the accrued utilisatin f renewable energies, subject t prvisin f grant finance, technlgy develpment and transfer, and capacity building. In rder t ttally fulfill its cntributins and achieve climate change resilience thrugh the implementatin f adaptatin and mitigatin measures, financing f the rder f USD 5.5 billin are required. At COP 17, Parties recgnized the need fr supprt fr enabling activities t assist develping cuntry Parties in the identificatin and preparatin f natinally apprpriate mitigatin actins fr submissin t the registry, and supprt fr their implementatin. In this cntext, Mauritius sught the supprt f UNEP and funding resurces frm GEF fr the establishment f a natinal NAMA Registry and the implementatin f pilt NAMAs with MRV systems. Thrugh this GEF funded NAMA prject, natinal capacities in identifying, frmulating, and priritizing NAMAs, will be established. In the prcess f priritizing the NAMAs, the develpment and establishment f a natinal NAMA registry will be initiated. A mnitring, review and validatin system (MRV) will then be develped, starting with the NAMA that will be pilted fr implementatin under this GEF prpsed prject. The pilt NAMA prject will be n utility-scale wind energy. The bjective f the prject is therefre t ensure a lw carbn path fr Mauritius, by establishing the natinal capacity fr frmulating and priritizing NAMAs and further develp the lcal capability t design and implement NAMA in the energy sectr. The prject is structures int three cmpnents, as fllws: Cmpnent 1: Building natinal capacity fr crss-sectral engagement in the frmulatin and implementatin f NAMAs (lead by the Ministry f Scial Security, Natinal Slidarity, and Envirnment and Sustainable Develpment (Envirnment and Sustainable Develpment Divisin)). Expected Outputs: (i) Lead agency with cnvening pwer designated, and supprted by a strng team invlving key stakehlders. (ii) A natinal vluntary emissin reductin target frmulated. (iii) A natinal NAMA list cnstituted and submitted t the Internatinal Registry. (iv) Partners fr Supprted NAMAs" identified. (v) Prgrammatic Sectral NAMAs drafted. (vi) A Natinal NAMA registry established. (vii) Appraches & methdlgies fr classifying and priritizing NAMAs develped and implemented. 2

3 (viii) Gender mainstreamed int this prject and capacity building activities. Cmpnent 2: Design & Implementatin f pilt NAMA in the Energy Sectr (lead by the Central Electricity Bard) Expected Outputs: (i) Electricity generatin sectr NAMA n utility-scale wind energy analysed, designed & financed. (ii) Tw utility scale Wind farm prjects implemented thrugh private sectr cfinancing cntributing t GHG emissins reductin. (iii) An attractive plicy, regulatry, and supprtive framewrk develped t facilitate investment fr utility-scale RE prjects. Cmpnent 3: Establishment f MRV system and natinal registry fr NAMAs (lead by Statistic Mauritius). Expected Outputs: (i) Institutinal framewrk and rganizatinal linkages fr MRV, including link t in the natinal registry mechanism, established. (ii) MRV system, including mnitring plan cvering key parameters fr the electricity generatin sectr, designed & implemented. (iii) Lcal technical prfessinals t cnduct MRV enabled. (iv) MRV technical cmmittee specific t the energy pilt sectr cnstituted. A cpy f the Request fr CEO Apprval (cmmnly knwn as the prject dcument), as apprved by the GEF CEO n 12 July 2016 can be accessed at III. Organisatinal Cntext The GEF Implementing Agency fr the Prject is UNEP wh is respnsible fr prject versight, while the Ministry f Scial Security, Natinal Slidarity, and Envirnment and Sustainable Develpment (Envirnment and Sustainable Develpment Divisin) is the GEF Executing Agency. The Ministry will thus crdinate and lead the implementatin f the prject in clse cllabratin with the Ministry f Energy and Public Utilities, Central Electricity Bard, Mauritius Renewable Energy Agency, Utility Regulatin Authrity and Statistic Mauritius. The Central Electricity Bard will be respnsible fr the executin f the Energy NAMA. UNEP DTU Partnership (UDP) is the c-executing agency and will supprt the implementing the prject. A Prject Steering Cmmittee (PSC) will be established. It will be chaired by the Natinal Prject Directr and cmprise f representatives frm relevant Gvernment agencies and ther key stakehlder (such as prject develpers, industries assciatins and NGOs), as apprpriate. A Prject Management Unit (PMU), cmprising f a prject manager and a prject administrative assistant, will be respnsible fr prject implementatin and management f resurces n a dayt-day basis. The PMU will prepare wrk plans, budgets, prject prpsals, and prgress reprts, amngst thers. 3

4 IV. Functins / Key Results Expected Summary f key functins: The Administrative Assistant will supprt lgistics, crrespndence, recruitment f persnnel, day-t-day administrative requirements f the prject, and the verall peratinal and financial management and reprting. The Administrative Assistant will be required t undertake activities as utlined belw. Prvide administrative supprt t the prject management prcess; Supprt the preparatins f prject wrk plan and peratinal and financial planning prcesses; Assist in prcurement and recruitment prcesses including drafting f Terms f References; Establish and maintain a cmprehensive filing/recrding system f all prject dcumentatin; Organize meetings related t the prject including Prject Inceptin Wrkshp, Steering Cmmittee and maintain recrds f the events including dates, list f participants, and minutes f meetings; Prepare and disseminate meeting ntes; Build and update a database f prject partners cntacts as well as any thers relevant individual r institutin in relatin t the prject; Maintain agendas fr team members and remind them with regard t date fr reprting, etc.; Prvide substantial supprt t the prject wrkshps and trainings; Design, implement and update the prject accunting system; Fllw-up n timely disbursements against prject budgets and wrk plan; Review and prcess prject payments and ensuring verall effective management f prject accunts; Liaise with the Finance Sectin f the Ministry fr financial and budgeting issues; Prvide financial infrmatin t the Finance Sectin as and when required; Prepare specificatins fr equipment t be purchased fr the prject; Establish and maintain inventry f nn-expendable equipment; Cntribute in the preparatin f prgress reprts; Maintain recrds and reprt expenses; Preparing regular financial reprts and supprt UNEP in financial reprting; Liaise with UNEP, UDP and relevant stakehlders n any matter f relevance t the wrk; Reprt n the main issues and difficulties encuntered s that lessns can be drawn with regard t the successive similar prjects; and Perfrm ther prject-related tasks assigned by the Prject Manager and/r Natinal Prject Directr. 4

5 V. Cmpetencies Functinal Cmpetencies Displays prficiency using standard ffice equipment such as a cmputer, fax, phtcpier, scanner, etc.; Fully prficient cmputer skills and use f relevant sftware and ther applicatins, e.g. wrd prcessing, spread sheets, internet, and pwer pint; Demnstrates advanced prficiency by quickly adapting t new technlgy and easily acquiring new technical skills; Ability and sensitivity t wrk with a wide crss-sectin f stakehlders, including Gvernment, academia, NGOs and private sectr; Ability t frm and maintain relatinships thrugh team wrk and needed netwrking; Seeks and applies knwledge, infrmatin and best practices; Cnsistently appraches wrk with energy and a psitive, cnstructive attitude; Exhibits sund judgment and the ability t make reasnable decisins in the absence f directin; Swiftly refers prblems/issues t the apprpriate persn(s) when necessary; Wrks effectively withut cnstant and direct supervisin r guidance; Demnstrates penness t change and ability t manage cmplexities; Demnstrated ability t administer prject budgets successfully and n time, and t track financial expenditure; and Demnstrated ability t maintain effective cmmunicatins with different stakehlders, and arrange quality meetings and/r wrkshps. Planning and Organising Able t establish pririties and t plan, crdinate and mnitr wrk while priritizing cmpeting demands; able t wrk n tight deadlines; Knwledge n hw t develp clear gals that are cnsistent with agreed strategies; Fresees risks and allws fr cntingencies when planning; Mnitrs and adjusts plans and prjects as necessary; uses time efficiently. Teamwrk Prven interpersnal skills and the ability t establish and maintain effective wrking relatins; Wrks cllabratively with clleagues t achieve prject bjectives; Slicits input by valuing thers ideas and expertise; Willingness t learn frm thers; Wrks cllabratively with clleagues f UNEP and UDP t achieve prject gals; Cmmunicatin Speaks and writes clearly and effectively; Cnveys infrmatin t all key stakehlders in bth written and verbal frmats; Prepares and delivers presentatins; Demnstrates penness in sharing infrmatin and keeping peple infrmed; Prven netwrking, team-building, rganizatinal and cmmunicatin skills. 5

6 VI. Recruitment Qualificatins Educatin: Minimum f University degree in Science r Engineering r related field. Experience: Minimum 2 years experience f wrk in large rganizatin/agency r prgram; Experience wrking in envirnment r energy prjects wuld be an advantage; Knwledge f the UNEP finance and administratin plicies will be an advantage; Cmputer literate. Language Requirements: Fluency in bth written and ral English. VII. Key Deliverables The fllwing are key deliverables expected frm the Administrative Assistant. Cmprehensive filing/recrding system including prject crrespndence and files; Minutes f Prject Steering Cmmittee Meetings and all ther meetings; Prject reprts and schedules; Meetings cnvened; Database f prject partners and cntacts details; Prject accunting system; Quarterly expenditure reprts; Annual nn-expendable equipment reprt; Annual c-financial reprts; and Year-end review f prject accunt. VIII. Terms and Cnditins The Appintment shall be n a cntract fr an initial perid f ne year and renewable subject t satisfactry perfrmance. Salary: A mnthly salary f Rs 20,050 exclusive f travelling allwance, end f year bnus and gratuity