Background
Under the overall guidance of the Country Director and direct supervision of the Thematic Team Leader, 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 and programme teams in the CO, as well as projects staff to exchange information and support programme delivery.
Duties and Responsibilities
- Collection, analysis and presentation of information for identification of areas for support and programme formulation/ implementation.
- 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 NIM (including NGO implementation) and DIM projects; follow up on audit recommendations implementation;
- Tracking agreements and approved projects work plans in close collaboration with Programme and Operations teams, ensure submission of progress reports and initiate payments;
- Provision of assistance to field teams as required (e.g. advice on procedures, procurement, participation in biddings, etc.);
- Provision of logistical support to meetings, field visits, missions and workshops;
- Establishment and maintenance of the filing and document retrieval system (both paperwork and virtual);
- Updating UNDP Intranet, SharePoint, website, Teamwork, etc.
- 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.
- Review of contributions agreement, managing contributions in Atlas;
- Support the development of proposals and donor reports;
- Compile information and stories from the field for communication purposes.
- Participation in the trainings for the operations/ projects staff on programme.
- Provide training to field staff on UNDP procedures as needed;
- Contributions to knowledge networks and communities of practice, as applicable.
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:
- Bachelor degree in Business or Public Administration, Economics, or Arts and Sciences.
Experience:
- 2 years of relevant administrative or programme experience is required at the national or international level.
Computer Knowledge:
- Experience in the usage of computers and office software packages (MS Word, Excel, etc).
- Knowledge of database packages, and web based management systems is desirable.
- Fluency in English and Arabic.