Background

The Framework Team (FT) is an informal forum of 22 UN agencies, departments, funds and programmes that provides coordinated interagency support to RC/UNCTs in countries going through complex political transitions to take early action for conflict prevention. Through the Framework Team the UN departments/agencies can “Deliver as One” on the early prevention of potential violent conflicts. FT support will help the UNCT to develop a conflict prevention strategy with commensurate programming within the context of the UNDAF that will have multi-agency support from HQ.

The Framework Team (FT) Secretariat is seeking a Programme Associate, who – under the direct supervision of the Senior Secretary of the Framework Team (FT) (and the Secretary of the FT in the absence of the Senior Secretary) – will provide programme and administrative support services ensuring high quality, accuracy and consistency of work. The Secretariat is hosted by UNDP/BCPR and supports the 22 members of the Framework Team.

Duties and Responsibilities

Programme Support

  • Provide administrative support for the FT Expert Reference Group, FT Plenary members and a number of inter-agency Country Working Groups (e.g. organizing meetings, note-taking, follow-up);
  • Provide administrative and logistical support for workshops, orientations and trainings, and any other special events organized by the FT;
  • Assist with backstopping of programme management for team members, draft minutes of meetings and draft brief summaries of meeting outcome and action points;
  • Assist in preparation of reports, compilation of background materials, working papers and statistical data for various programme meetings/briefings.
  • Assist in the production and dissemination of knowledge products and information-sharing to enhance conflict prevention skills and capacities for the Peace and Development Advisers and Conflict Prevention Community of Practice, relevant UNCTs and UN HQ staff.
  • Contributions to knowledge networks and communities of practice including website maintenance and updating.

Financial Administration

  • 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;
  • 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;
  • Assistance in grant applications to donors including development of budget proposals;
  • Follow up with Programme Support and Operations Team and External Relations Team on status of contributions agreement; managing contributions in Atlas;
  • Follow-up with donors for contributions as per contribution agreements and monitor the income and expenditures against funding and prepare financial reports for the FT donors.

Office Administration:

  • General administrative assistance including maintaining filing system;
  • Travel arrangements, leave monitoring, preparation of unit calendars;
  • Internet research in related technical areas.

Other Duties:

  • Perform other duties as and when required.

The support of the Programme Assistant will help ensure the smooth and effective operation of the Framework Team, including a well-managed budget and donor communication; timely and well-planned organization of meeting workshops, trainings, and other events; development of quality communications, notes and reports; up-to-date management of membership information.

Competencies

Functional Competencies:

JOB KNOWLEDGE/ TECHNICAL EXPERTISE:

  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments

PROMOTING ACCOUNTABILITY AND RESULTS-BASED MANAGEMENT

  • Prepares timely inputs to reports
  • Maintains databases

PROMOTING ORGANIZATIONAL LEARNING AND KNOWLEDGE SHARING

  • Identifies and communicates opportunities to promote learning and knowledge sharing
  • Develops awareness of the various internal/external learning and knowledge-sharing resources

CLIENT ORIENTATION

  • 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

Core Competencies:

Ethics & Values: Demonstrating / Safeguarding Ethics and Integrity
Is familiar with and acts in accordance with the standard of conduct for international civil servants, ethics and UN/UNDP values 

Organizational Awareness: Demonstrate corporate knowledge and sound judgment Understands the structure and hierarchy of UN/UNDP, process flows throughout the organization, products and services, their measures of effectiveness, and perceptions of clients 

Developing & Empowering People/Coaching and Mentoring: Self-development, initiative-taking
Takes initiative and seeks opportunities to initiate action 

Working in Teams: Acting as a team player and facilitating team work
Works collaboratively with team members sharing information openly and displaying cultural awareness and sensitivity

Communicating Information and Ideas: Facilitating and encouraging open communication in the team, communicating effectively.  Uses tact and sensitivity when delivering sensitive information or resolving delicate issues

Self Management & Emotional Intelligence: Creating synergies through self-control Fosters a positive outlook and maintains focus during period of stress and heavy work load, inspiring and guiding others towards goal achievement 

Conflict Management/Negotiating & Resolving Disagreements: Managing conflict Remains calm, composed and patient, regardless of his/her own state of mind in the face of conflict

Knowledge Sharing & Continuous Learning: Learning and sharing knowledge and encourage the learning of others
Actively seeks learning opportunities, adopting best practices created by others

Appropriate and Transparent Decision-making: Informed and transparent decision making
Makes decisions within his/her own span of control, recognizes issues requiring more advanced judgment and refers them to the appropriate level

Required Skills and Experience

Education:

  • Secondary Education with specialized certification in Accounting and Finance.

Experience:

  • At least 6 years of progressively responsible administrative or programme experience at the national or international level is required
  • Experience in handling web-based management systems, especially in relation to the ATLAS project management and financial control system
  • Experience in the usage of computers and office software packages (MS Word Excel, etc.) and advanced knowledge of spreadsheet and database packages
  • Knowledge of UN and UNDP systems and procedures.

Language Requirements:

  • Fluency in English, both oral and written, is required; working knowledge of other UN official languages is an asset

Other:

Passing the UN Clerical Examination or ASAT is a requirement