Background

Under the guidance and direct supervision of the  Head of HAT Nigeria, the Programme Associate will ensure effective and efficient support on all activities related to Programmes while maintaining full confidentiality in all aspects of assignment, maintenance of procedures, management of information flow, follow up on deadlines and commitments made.

The Programme Associate will work in close collaboration with the UNOCHA team in Nigeria with support to the humanitarian community (UN Agencies and partners)to ensure efficient flow of information, reporting, support development of agendas and draft letters.

Duties and Responsibilities

Summary of Key Functions:

• Ensures effective and efficient program support to OCHA HAT Nigeria 
• Support report writing  and dissemination  
• Support preparation and implementation of the HAT work Plan 
• Information Management

Ensures effective and efficient  program support focusing on achievement of the following results:

• Support development of concept notes, reports, research, briefing materials, and  note taking at meetings as and when required.
• Maintenance of rosters of partners and  humanitarian organizations in Nigeria.
• Maintain contacts with partners, arrangement of appointments and meetings.
• Draft and review incoming and outgoing correspondence for HAT , and ensure proper dissemination and follow up.

Ensures provision of effective reporting and dissemination focusing on achievement of the following results:

• Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
• Review and screen incoming correspondence for HAT and prioritize documents according to action required;
• Manage information to support OCHA,the UN system as well as the humanitarian community at large.

Preparation and implementation of OCHA Nigeria Work Plan focusing on the achievement of the following results:

• Provide support in the  development of the annual work plan and reports.
• Makes research of contacts in the media, government, private sector, donors, other agencies, civil society in other stakeholders for OCHA’s advocacy efforts
• Any other assignments at the request of the Head of Office and/ or colleagues.

Information Management

• Maintain and update regularly the UNOCHA database
• Dissemination of information ( internal and external communication, updates)

Competencies

Advocacy/Advancing a Policy-Oriented Agenda
Support the preparation of information for advocacy

• Identifies relevant information for advocacy for a variety of audiences
• Makes research of contacts in the media, government, private sector, donors, other agencies, civil society in other stakeholders for OCHA’s advocacy efforts

Results-Based Programme Development and Management
Contributing to results through provision of information

• Provides information and documentation on specific stages of projects/programme implementation
• Provides background information to identify opportunities for project development and helps drafting proposals
• Participates in the formulation of project proposals

Building Strategic Partnerships
Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives
• Maintains databases of donor information
• Tracks and reports on mobilized resources

Innovation and Marketing New Approaches
Implementing processes and uses products

• Documents and tracks innovative strategies/best practices/new approaches
• Tracks bottlenecks, problems and issues, and proposes solutions
• Responds positively to new approaches

Resource Mobilization
Providing information and documentation to resource mobilization

• Collects information on resource mobilization and utilization, drafts reports and documents and maintains information/databases on potential and actual donors and donor funded projects
• Records information on donor contributions/funding in a timely, organized and accessible manner

Promoting Organizational Learning and Knowledge Sharing
Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things
• Documents innovative strategies and new approaches
• Identifies and communicates opportunities to promote learning and knowledge sharing
• Develops awareness of the various internal/external learning and knowledge-sharing resources

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
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of Information Communication Technology (ICT) and good writing / reporting skills  and applies it in work assignments
• Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments

Global Leadership and Advocacy for OCHA’s Goals
Research and analysis

• Identifies relevant information for advocacy for OCHA’s goals for a variety of audiences
• Maintains a network of contacts in the media and civil society, for use in OCHA’s advocacy efforts
• Support the identification of opportunities for advocating for OCHA’s mandate

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

Promoting learning and knowledge management/sharing are the responsibility of each staff member.

• Informed and transparent decision making

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
• Learning and sharing knowledge and encourage the learning of others.

Required Skills and Experience

Education:   

• Secondary Education. University degree or equivalent in Economics, Social Sciences, International Relations, Political Sciences, Law or related field would be desirable, but it is not a requirement.

Experience and Competencies:  

•  7 years of progressively responsible administrative, communication and programme experience is required.
•  Must be conversant with UN operational system.
•  Excellent Information Communication and Technology (ICT) and Report Writing skills.
•  Knowledge of Information Management (IM).
•  Ability to build networks and partnerships and capacity to work in a team.
•  Demonstrates critical ability and sound judgment in the pursuit of requests to full completion.
•  Balances meeting deadlines, while maintaining high professional standards and accuracy.
• Demonstrates the highest level of discretion and helpfulness in a manner that promotes a positive working environment.
• Demonstrates understanding of the UN organizational structure and external partners for purposes of efficiently handling incoming queries and requests, and for collecting information and performing liaison functions.

Language Requirements:  

• High fluency in English (verbal and written)in bot is essential; working knowledge of at least one other official UN language is an asset.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

FC: 12000