Programme /Admin Associate

jobshiringnearme.org

Job Description

Position Purpose

Under the overall guidance and supervision of the Chief of the Regional Programme, working closely with the Finance Analyst and other relevant colleagues in the programme team, the Programme Associate provides programme and administrative services in support of the RBEC programme responsibilities, deliverables, and operations. This includes programme support in data, financial management, project/programme design, planning, implementation, reporting, and information management. The Programme Associate promotes a client-oriented approach, in the framework of UNDP policies, rules and regulations. The Programme Associate works across the thematic teams at the hub and hence act as a bridge between the operations and the programme work streams at the IRH.
She/he/they identifies and helps resolve bottlenecks, clarifies and interprets procedures, and escalates complex programme and administrative issues as needed.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Accountabilities

Provide programme support services to the assigned regional teams and assists in implementation of the programme’s Engagement Facility:

Assists in preparation of various presentations and background information on various programme related matters.
Coordinates and contributes to the development of briefing materials and reports.
Organizes and prepares agendas and minutes of various meetings and tracks follow-up actions.
Provides administrative and logistical support for regional events, workshops, trainings, conferences, retreats and any other special events organized by the team/IRH.
Provides inputs into the unit’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
Supports procurement processes, including preparation of CAP and ACP submissions.
Backstops other Programme Associates on programme management during their absences and mission travel.
Facilitates implementation of programme/project related activities, procures expertise and equipment.
Assists in organization of internal meetings, drafts minutes as required.
Drafts correspondence and assists in preparation of reports on programme finance.

Assists in procurement and contracting processes, compiles contract documentation and prepares documents for the HR unit as well as for the Contracts, Assets and Procurement Panel (CAP) meetings
Assists in ad-hoc programme and operational issues and provides information within UNDP.
Provides COA authorizations; creates requisitions; receipts; implements budget and project revisions; and project status; determination of unutilized funds, maintaining the internal expenditures control system.
Ensures tracking, monitoring and reporting on the use of programme financial resources.
Generates various reports and information on routine implementation of projects and programme/project status.
Reviews, verifies and reconciles financial data and reports to ensure accuracy and conformity with UNDP financial and administrative rules and regulations; and
Prepares information for the audit of projects and follow-up/support to the implementation of audit recommendations.
Identifies and escalates project related issues, proposing and contributing to the development of solutions
Ensures proper filing of documents that must be retained in support of corporate policies.

Support assigned teams in quality assurance processes:

Advises teams and project staff on timely planning and reporting exercise and supports maintenance of corporate and internal planning and reporting systems for effective and efficient project monitoring.
Supports corporate and regional processes and consolidates various inputs to ensure quality submission of various documents.
Monitors the maintenance of project data in various platforms; ensures compliance with IATI.
Supports maintaining and monitoring of the ERP Systems project management module and related tools.
Provides support to monitoring and evaluation activities, as required.
Supports implementation of audit/evaluation recommendations, as required.
Supports management of selected rosters of vetted experts and ensures the assigned rosters are updated and maintained.

Support formulation of programme strategies and implementation of the regional programme (RP) and its projects:

Supports preparation of background information for programme/project formulation, in preparation of project documentation, work plans, budgets and implementation arrangements in line with the UNDP POPP, internal control frameworks and standard operating procedures.
Assists in drafting project proposals, pre-appraisal and project appraisal minutes.
Supports organization of project reviews and ensures implementation of effective internal controls on project approval processes.
Creating proposals and managing projects in ERP Systems.
Supports in all stages of the project cycle, its compliance with the POPP and internal control frameworks.

Promote and ensure knowledge building and knowledge sharing:

In assigned programme areas,

Identifies good practices and learning linked to programme and project management.
Participates in trainings for the operations/ projects staff on various programme/project related issues.
Trains programme/project related staff on project management issues, including ERP Systems and other tools
Supports administration of programme related networks and provides support as needed.
Supports the onboarding of new programme and project staff as relevant.
Contributes to knowledge networks and communities of practice as relevant.

Required Skills and Experience

Education:

Secondary education is required.
University Degree in Business or Public Administration, Economics, Political or Social Sciences or related field will be given due consideration, but it is not a requirement.

Experience:

A minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant progressively responsible administrative/management or programme experience is required at the national and/or international level.
Experience in planning and executing administrative and logistical procedures (e.g. for procurement, or travel and event organization or similar) is an asset.
Experience in reviewing and editing documents, and proven ability to produce meeting reports identifying key actions is an asset. Knowledge of UN regulations, rules, and procedures is an asset.
Experience and knowledge of Quantum is a strong asset.
Experience of working in global virtual teams is a strong asset.
Experience in office software packages (MS Word, Excel, etc.) database packages is required
Experience with web-based management systems such as ERP is strong asset
Previous experience with international organizations, CSO/NGO is an asset.

Language Requirement