Background

Under the overall guidance of the supervisor, the Programme Assistant provides programme support services ensuring high quality, accuracy and consistency of work. The Programme Assistant works in close collaboration with the operations, programme and project staff in the CO and UNDP HQ as required to exchange information and support programme delivery.

Duties and Responsibilities

Summary of Key Functions:

  • Support to formulation of programme strategies and the Country Programme Action Plan
  • Support to management of the CO programme
  • Administrative support to the Programme Unit
  • Support to resource mobilization
  • Support to knowledge building and knowledge sharing

Supports formulation of programme strategies and the Country Programme Action Plan focusing on achievement of the following results:

  • Collection, analysis and presentation of information for identification of areas for support and programme formulation/ implementation.

Provides effective support to management of the CO programme focusing on the achievement of the following results:

  • Creation of projects in Atlas, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project.
  • Presentation of information for audit of NEX projects.

Provides administrative support to the Programme Unit focusing on achievement of the following results:

  • Preparation of non-PO vouchers for development projects.
  • Maintenance of the internal expenditures control system including timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
  • Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas.
  • Making budget check for requisitions, POs and vouchers.

Supports resource mobilization focusing on achievement of the following results:

  • Review of contributions agreement, managing contributions in Atlas.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

  • Participation in the trainings for the operations/ projects staff on programme.
  • Contributions to knowledge networks and communities of practice.

Impact of Results

Accurate data entry and financial information have an impact on the quality and implementation of the UNDP programme. A client-oriented and efficient approach impact on the image of UNDP in the country.

Competencies

Functional Competencies:

  • Support the preparation of information for advocacy
  • Identifies relevant information for advocacy for a variety of audiences

Results-Based Programme Development and Management

  • Contributing to results through provision of information
  • Provides information and documentation on specific stages of projects/programme implementation

Building Strategic Partnerships:

  • Maintaining information and databases
  • Analyzes general information and selects materials in support of partnership building initiatives

Innovation and Marketing New Approaches:

  • Implementing processes and uses products
  • Documents and tracks innovative strategies/best practices/new approaches

Resource Mobilization (Field Duty Stations):

  • Providing information for resource mobilization strategies
  • Maintains information/databases on potential and actual donors
  • Maintains database of project files
  • Provides data and information needed for preparation of project documents
  • Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis:

  • Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise:

  • Fundamental knowledge of processes, methods and procedures
  • Understands the main processes and methods of work regarding to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Demonstrates good knowledge of information technology and applies it in work assignments

Global Leadership and Advocacy for UNDP’s Goals:

  • Research and analysis
  • Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences

Client Orientation:

  • Maintains effective client relationships
  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
  • Responds to client needs promptly

Core Competencies:

  • Demonstrating/safeguarding ethics and integrity
  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Acting as a team player and facilitating team work
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  • Informed and transparent decision making

Required Skills and Experience

Education:

  • Secondary Education preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.

Experience:

  • 5 years of relevant administrative or programme experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.
  • Prince 2 training and certification, RMG desirable  

Language Requirements:

  • Fluency in French and Arabic and working knowledge of English