UNDP Jobs - 49005- Programme Assistant

Programme Assistant

Location :

Suva, FIJI

Type of Contract :

FTA Local

Starting Date :

01-Oct-2014

Application Deadline :

19-Sep-14 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

1 year

Languages Required :

English

Expected Duration of Assignment :

Renewable for the term of the project subject to performance and availability of funding

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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

The Pacific Risk Resilience Programme (PRRP) will focus on strengthening governance mechanisms for Climate Change and Disaster Risk Management (CCDRM) at the national, sub-national and local levels. The goal of the programme is: to strengthen the resilience of Pacific island communities to climate change and disaster related risk. To do this, the programme’s objective is to support a strong enabling environment for risk governance, to empower communities to identify risks and needs, and formulate and implement sustainable responses. PRRP is a US$16.2 million programme funded by the Government of Australia through a partnership between UNDP Pacific Centre and Live and Learn Environmental Education (LLEE). It has been launched in Fiji, Solomon Islands, Tonga and Vanuatu, based on their risk profiles and potential to demonstrate successful models for regional replication.

Under the guidance and direct supervision of the Pacific Risk Resilience Programme Manager (P4) based in UNDP Pacific Centre, the Programme Assistant directly supports the effective administration of PRRP regional and national level programming activities.

The Programme Assistant will work in close collaboration with the UNDP Fiji Multi Country Office (MCO), UNDP Joint Operation Center (JOC), UN Joint Presence in Vanuatu, UNDP Tonga, UNDP Sub-Office in Solomon Islands, Government officials, Live and Learn Environmental Education (LLEE) – the country INGO representative, civil society and other donor partners to ensure the effective implementation of the programme.

Duties and Responsibilities

Ensures effective administrative and logistical support, focusing on achievement of the following results:

Performance of a Buyer role in Atlas and preparation of Vendor List;
Support to organization of procurement processes including preparation of RFQs, ITBs receipt of quotations, bids or proposals;
Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings;
Coordination of travel arrangements and hotel reservations, preparation of travel authorizations, processing requests for visas;
Administrative support to conferences, workshops, retreats;
Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services activities;
Assist in processing of Staff/Workshop Participants Travel Claims in line with financial procedures;
Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by PRRP program and keeping a log of distribution;
Maintenance of the filing system ensuring safekeeping of confidential materials;
Presentation of information on the status of financial resources as required;
Assisting in timely disbursement of payments to Travel Agent;
Prepare bank documents, e.g. T/T. and assist in banking runs for events;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to supervisor;
Assistance in the provision of information for audit management.

Provide support and assistance to the PRRP Team in management of the team initiatives in the design, planning and management, evaluation and monitoring and reporting of initiatives on the PRRP programme as well as other key result areas that may be assigned in future:

Assist in the collection, and presentation of researched information for preparation of project concepts, draft project documents, work plans, budgets, and proposals on implementation arrangements, MOUs and contracts;
Assist in the follow up on performance indicators/ success criteria, targets and milestones, preparation/review/comments of/on reports;
Assist in the preparation of Unit workplan and results reporting.

Support in creation of strategic partnerships and implementation of the resource mobilization strategy for PRRP Team initiatives:

Assist in the analysis of information on donors, preparation of donor’s profile and database, establishment of contacts with donor counterparts;
Assist in tracking and reporting on mobilized resources;
Provide support to donor reporting.

Participate in knowledge building and knowledge sharing:

Dissemination of information on the Unit activities to UN agencies, donors, & development partners;
Coordination /liaison with printers on editing and layout work of PRRP reports before publishing;
Coordinate post-production work for publications.

Enhanced learning and professional development:

Enrolling and completion of online learning courses;
Participate in PRRR workshops, training and capacity development activities;
Participation in the training for the operations/projects staff on administration.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP PC’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.

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 humored even under pressure;
Demonstrates openness to change and ability to manage complexities.

Required Skills and Experience

Education:

Successful completion of Secondary Education;
University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.

Experience:

5 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) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language:

Fluent in spoken and written English.