Programme Associate, Montreal Protocol Unit

Application Deadline :22-Mar-13
Additional CategoryManagement
Type of Contract :FTA Local
Post Level :GS-6
Languages Required :
Starting Date :
(date when the selected candidate is expected to start)
Duration of Initial Contract :1 year
Expected Duration of Assignment :1 year
All posts in the GS categories are subject to local recruitment.

Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT).

Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.


The Multilateral Fund for the Implementation of the Montreal Protocol (MLF) is a Trust Fund created to provide both technical and financial assistance to developing countries to comply with the control measures of the Montreal Protocol, set to eliminate ozone-depleting substances. The Fund’s Secretariat is located in Montreal, Quebec, Canada.

The Fund uses four agencies to implement projects funded by the Montreal Protocol Trust Fund.  The United Nations Development Programme (UNDP) is one of these four agencies.  The Montreal Protocol Unit (MPU), located within the Bureau of Development Policy (BDP), is the organizational unit within UNDP that manages the implementation of projects financed by the Montreal Protocol Trust Fund.   MPU manages the second largest amount of “non-core” funds in UNDP.  Currently, MPU has a cumulative portfolio of over 1,973 projects with expenditures of around US$ 450 million.

Montreal Protocol Trust Fund financed projects are highly specialized and sophisticated and leverage the latest in applied engineering and operations management tools and techniques. Most Montreal Protocol Unit (MPU) staff members are externally recruited, private sector experts, with large experience in MLF rules and guidelines.  These technical professionals are required to create detailed project plans, conduct project appraisals, and implement project plans in accordance with UNDP’s policies and procedures and MLF rules and guidelines which are in many cases different than UNDP’s on financial reporting.

In addition, MPU has a partnership agreement with the UNDP-GEF unit since early 2005 to manage the implementation of projects financed by the GEF covering Ozone Depleting Substances and Persistent Organic Pollutants (POPs) on a cost recovery basis. In both Trust Funds, it is critical that donor reporting is done according to their external governing bodies and in formats approved by them. The cumulative portfolio of UNDP-GEF POPs and Ozone projects is currently at US$ 76 million for 80 projects.

The Programme Associate ensures effective execution of the operations of the unit.  The Programme Associate supports and promotes a client-oriented approach consistent with UNDP rules and regulations and accountability to the Multilateral Fund as well as other donors for activities related to the Strategic Management of Chemicals and GEF/Chemicals focal area.
The Programme Associate works in close collaboration with the operations and programme teams, country offices and HQ bureaux for smooth implementation of evolving policies and mandates, resolving operational issues related to MP programme and information exchange.

Duties and Responsibilities

Summary of Key Results:

  • Ensure full compliance with UNDP rules and regulations, with Multilateral Fund and other donor reporting requirements,
  • Administrative and operational management of global programmes and monitoring and  liaison with UNOPS on UNOPS implemented MP and GEF POPs projects
  • Support of strategic planning and oversight of the unit: including analysis of data and presentation of researched information for decision- making.
  • Administrative support f  for coordination of the unit’s work, support in preparation of visual presentations to various stakeholders including bureaux, country offices and  donors, preparation of forecasts and  compliance with external and internal reporting requirements.
  • Facilitation of knowledge building and knowledge sharing

Administrative oversight and management of global programmes and monitoring of OPS implemented projects :

  • Assist in overseeing global projects through monitoring of allocations approved  for  implementation
  • Responsible for  administrative management of global projects;
  • Monitor UNOPS executed projects, review budget revisions of  ongoing and operationally completed projects for MP  and GEF/POPs/Ozone portfolios; liaise with  and advise UNOPS  as needed
  • Prepare budget revisions based on annual work-plans   of new programme budgets for clearance ensuring that they are recorded correctly in the corporate project management system, Atlas and that the associated project documentation is in accordance with the Financial Regulations & Rules of both UNDP and external governing bodies.
  • Review country project budgets against available balances to support fund level allocations (ASL) to country offices to facilitate project implementation.
  • Monitor expenditure to ensure these are in line with approved budgets, review and make recommendations for corrective action as appropriate.
  • Assist in the compilation and review of reports on the status of administrative & programme budgets; highlight any issues or errors for further analyses and decision-making.
  • Assist in the formulation and preparation of the administrative budgets pertaining to UNDP-MPU core unit funding and UNDP-GEF funding for POPs and Ozone programme implementation.  

Support of Strategic Planning and Oversight of the Unit

  • Monitor project delivery for the unit, submission of budget revisions through Atlas;
  • identifies reasons for shortfall in delivery and alert the supervisor;
  • Provide strategic support to all aspects of the cluster’s global portfolio through anticipatory action, proactive monitoring, data mining, produce analyses of cluster business intelligence and adaptation/creation of tools to facilitate agile business processes.
  • Assist in the preparation of presentations on the unit’s achievements.
  • Assist in procurement of goods and services.
  • Verify supporting documents and process payments submitted by MPU staff, against approved management budget for the unit.  Advise staff in the correct use of budget chart-fields and correct procedures for processing of transactions.
  • Maintain files and records of payments and other financial transactions and supporting documentation in accordance with the Internal Control Framework and Financial Rules and Regulations.
  • Conduct periodic review of  project exception reports and liaise closely with  country offices and  Office of Financial Resources Management  to resolve issues and take appropriate corrective action
  • Follow up with executing agencies for the financial closure of operationally completed projects within the mandated period to meet the reporting requirements of external governing bodies. Follow up on a monthly basis with Country Offices and provide any assistance to them to ensure that final budget revisions are issued on time.
  • Assist in monitoring and implementation of support cost agreements with country offices including computation and settlement of General Management Support (GMS) fees and analysis of Implementation Support Services (ISS) fees charged to projects.

Reporting and Analysis:

  • Assist in the compilation of data used for the preparation of periodic reports required by the Multilateral Fund (MLF) as well as all other interim/ad-hoc reports requested by the MLF Secretariat on project implementation.
  • Prepare quarterly summary project delivery report based on official expenditure data from Atlas.
  • Assist in data analysis for visual presentations including graphs and charts.


Corporate Competencies:

  • Demonstrates commitment to UNDP’s mission, vision and values.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

  • Knowledge Management and Learning
  • Shares knowledge and experience
  • Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

  • Ability to perform a variety of specialized activities related to  resource management, including formulating budgets,  and the ability to perform analyses of data, and generate visual information to proactively address issues
  • Sound knowledge of UNDP  rules and regulations
  • Strong IT skills, including translating data into graphs, pies, charts, etc….
  • Ability to provide input to business processes re-engineering, implementation of new systems
  • Excellent organizational and administrative skills, sound judgment and initiative
  • Excellent ability to work efficiently, independently, in a team environment and under pressure
  • Strong detailed-oriented skills
  • Excellent written and oral communications skills
  • Exercise diplomacy in relation with clients, tact and sensitivity

Leadership and Self-Management

  • Focuses on result for the client
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calm, in control and good humored even under pressure
  • Demonstrates openness to change
  • Responds positively to feedback and differing points of view

Required Skills and Experience

  • Secondary Education with supplemental training in Operations & Administration. Bachelor’s degree  in business administration or related fields desirable
  • Minimum 6 years of progressively responsible experience in  Programme administration. Experience in the usage of computers and office software packages (MS Word, Excel, MS Office Product Suite and major Accounting Package Software ) and advanced knowledge of spreadsheet and database packages, experience in handling of web based management systems. Knowledge of Atlas system is highly desirable. Knowledge of UNDP Financial Regulations and Rules, and Control Framework. Familiarity with finance and administration policies and guidelines under the MLF and GEF desirable.
  • Fluency in English. French and/or Spanish an asset.
  • Successful completion of the UNASAT exam


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