Background

UNDP Sierra Leone has launched a new Country Programme Document that will commence in 2015 for 4years that aims to deliver development assistance to Sierra Leone. The CPD is based on priorities identified by the Sierra Leone Government. To implement the UNDP Sierra Leone Country Programme 2015-18 UNDP will focus on two strategic pillars, A) Inclusive and Effective Democratic Governance and B) Inclusive growth and sustainable development. Within this framework, the programme will seek to address the social, economic and geographic inequalities by targeting the most marginalized groups especially women and youth as actors and beneficiaries in targeted areas of the country that offer potential for integrated development approaches. UNDP will provide both upstream and downstream policy advice and technical assistance in parallel for complementarity and to bring about shifts at both policy and operational levels.
 
A key area of focus within the new Country Programme will be Security Sector Reform and Access to Justice. UNDP is providing critical support in both areas contributing to improved democratic governance of the security sector as well as justice reform. Support to the rule of law sector is recognized as crucial to securing peace and sustainable development.
 
Under the guidance and direct supervision of the SSR and Access to Justice Chief Technical Advisor, the Programme Associate ensures effective delivery of the SSR and Access to Justice Projects by entering and managing data and facilitating programme implementation consistent with the rules and regulations of the United Nations Development Programme (UNDP). The Programme Associate promotes a result and client-oriented approach. The Programme Associate works in close collaboration with the operations programme and project teams in the UNDP Country office for resolving complex programme-related issues and information delivery, as well as government counterparts, donor community, NGOs and CSOs for programme delivery.

Duties and Responsibilities

Summary of Key Functions:
  • Supports formulation of programme strategies and implementation of the Access to Justice and SSR Projects
  • Provides effective support to management of the Access to Justice and SSR Projects
  • Provides administrative support to the SSR and Access to Justice Projects
  • Provides technical support and timely and quality reporting to Project leads on SSR and A2J activities, focusing on the achievement of the following results:
  • Ensures facilitation of knowledge building and knowledge sharing in the CO

Main Duties and Responsibilities

Supports formulation of programme strategies and implementation of the Access to Justice and SSR Projects
  • Collection and presentation of Access to Justice and SSR background information for preparation of United Nations; Development Assistance Framework (UNDAF), Country Programme Document (CPD), effective application of Results Based Management (RBM) tools and establishment of Access to Justice and SSR Project management targets;
  • Presentation of background information to inform formulation of projects, drafting of project documents, work plans, budgets and proposals on implementation arrangements.
Provides effective support to management of the Access to Justice and SSR Projects focusing on the achievement of the following results:
  • Support A2J AND SSR teams on UNDP procedures to follow in terms of budgeting, contracting modalities with implementing partners;
  • Liaise with counterparts in the preparation of contracts including letters of agreement (LOA) and Micro Capital Grants (MCG) including activities, work plans, budget and schedule of payments and submit draft of agreements to Project teams for approval; ensure that such agreements are up to date and that activities are not undertaken beyond contractual period;
  • Maintain an appropriate filing system documenting the implementation of approved work-plan activities,
  • Undertake regular monitoring and data collection of project activities and provide weekly work-plan and progress reports to the Project leads;
  • Creation of projects in “ATLAS”; UNDPs financial management system;
  • Preparation of required budget revisions; Revision of project award and project status as well as tracking of funds;
  • Facilitate operational and financial close of a projects;
  • Provision of guidance to the executing agencies on routine implementation of projects as well as training of partners on grant management issues;
  • Presentation of information required for audit of projects and provision of support to the implementation of audit recommendations
Provides administrative support focusing on achievement of the following results:
  • Provide logistic and administrative support to the Project;
  • Drafting correspondence and reports covering project issues; compiling statistical data; following up and responding to queries;
  • Organization of workshops and conferences, coordination of travel arrangements and support with protocol procedures;
  • Review of projects Financial Reports;
  • Raise requisitions and be the financial focal point utilizing ATLAS (UN financial management system);
  • Preparation of non-Purchase Order (PO) vouchers for development projects;
  • Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Atlas;
  • Timely corrective actions on un posted vouchers, including the vouchers with budget check errors match exceptions, unapproved vouchers;
  • Creation of requisitions in Atlas for development projects registers of goods receipt in Atlas;
  • Review financial reports submitted by counterparts and liaise with counterparts to ensure the transparent and accountable use of funds provided in the framework of LOAs and MCGs;
  • Making budget check for requisitions, purchase orders, and vouchers.
  • Provision of information for audits;
  • Proper control of supporting documents of funds and activities;
Supports resource mobilization focusing on achievement of the following results:
  • Track and report on mobilized resources;
  • Review contributions agreements;
  • Manage contributions in Atlas.

Provides technical support and timely and quality reporting to Project leads on SSR and A2J activities, focusing on the achievement of the following results:

  • Ensure that donor and other kinds of reporting are done in a timely manner and within the UNDP rules and regulations or according to the criteria set out in partnership documents with donors,
  • Assist in preparation of presentations to Project teams as required,
  • Provide support and liaise with relevant authorities, line ministries, local and international NGOs, civil society organizations and other relevant stakeholders, on issues relating to SSR and Access to Justice
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
  • Organization of trainings for the operations/ projects staff on programme.
  • Maintenance and updating of the Team’s portfolio for e knowledge management systems, as well as the office intranet and website.   
  • Extraction of lessons learnt and best practices in programme implementation.
  • Sound contributions to knowledge networks and communities of practice

Impact of Results

The key results have an impact on the overall performance of the Access to Justice and SSR Team and success in implementation of Governance programme strategies. Accurate analysis, data entry and presentation of information to ensure proper programme implementation.

 

Competencies

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, acts on learning plan and applies newly acquired skills.
Development and Operational Effectiveness:
  • Ability to perform a variety of specialized tasks related to Results Management, including support to design, planning and implementation of programme, managing data, reporting;
  • Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems;
  • Good knowledge of Results Management Guide and Toolkit.
Leadership and Self-Management:
  • Focuses on result for the client and responds positively to feedback;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Remains calm, in control and good humoured even under pressure;
  • Demonstrates openness to change and ability to manage complexities.

Required Skills and Experience

Education:

  • Completion of Secondary Education is a requirement;
  • A University degree in Business Administration or a relevant social science plus a Specialized certification in accounting or finance would be an asset. Prince2 training and/or certification in RMG would be an added advantage but not a requirement.
Experience:
  • 6 years of progressively responsible 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.);
  • Advanced knowledge of spreadsheet and data base packages;
  • Experience in handling web based management systems;
  • Knowledge of the Enterprise Resource Planning Systems, such as ATLAS would be an added advantage.
  • Experience with the United Nations or with an International NGO is desired but not a requirement

Language Requirements:

  • Fluency (both written and spoken) in English, and one of the national languages in the country. 

Other Skills:

  • Excellent IT and Writing Skills.

Open to Sierra Leonean Nationals only.