UNDP Jobs - 52024- Programme Associate, Sub-Regional Platform

Programme Associate, Sub-Regional Platform

Location :

Nairobi, KENYA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

26-Dec-14 (Midnight New York, USA)

Post Level :

GS-7

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

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 Bureau for Policy and Programme Support (BPPS) has corporate responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan. BPPS’s staff provides technical advice to Country Offices; advocates UNDP corporate messages, represents UNDP at multi-stakeholder fora including public-private dialogues, government and civil society dialogue initiatives, South-South and Triangular cooperation initiatives and engages in UN inter-agency coordination in specific thematic areas. BPPS works closely with UNDP’s Crisis Response Unit (CRU) to support emergency and crisis response. BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results based management and performance monitoring with more effective and new ways of working. BPPS supports UNDP and partners to provide high quality, technical support to UNDP Country offices for the design, implementation, monitoring and evaluation of programme support activities.

Under the guidance and direct supervision of the Sub-Regional Platform (SRP) Coordinator, the Programme Associate supports the overall management of the SRP and its coordination and advisory services. The Programme Associate works closely with UNDP RSC as well as Country Office colleagues to effectively coordinate special events and the work of the coordinator, SRP. The SRP has been established to:

Coordinate the development of sub-regional initiatives in response to emerging issues (e.g. UN Great Lakes Strategy, Horn of Africa response);
Foster strong programmatic and advocacy partnerships in support of sub-regional initiatives, possibly through the establishment of partnership frameworks;
Enhance UNDP’s response to emerging sub-regional issues by providing a space for RC/RRs in the sub-region to interact on issues of common concerns;
Serve as a facility to support the RBA Director and Regional UNDG Chair in interfacing with the UNDG Regional Teams;
Facilitate UNDP’s corporate partnership and engagement with relevant Regional Economic Communities and other regional institutions.

The Programme Associate coordinates information gathering, manages data and ensures high quality programme and administrative services for SRP Management, with a view to facilitating overall service delivery and smooth operations in the SRP and its relations with the RSC and Country Offices. The Programme Associate directly facilitates the work of the SRP Coordinator through anticipatory support that is oriented to solving problems and client service.

The Programme/Executive Associate works in close collaboration with all RSC Cluster teams, programme and project staff in the RSCs, as well with COs and UNDP headquarters, as required, towards resolving complex programme and administrative issues and towards ensuring seamless exchange of information including liaison and coordination.

Duties and Responsibilities

Summary of Key Functions:

Effective administration and management support to the Sub-Regional Platform (SRP) and implementation of respective regional projects/initiatives and SRP coordination and advisory services, adapts processes and procedures, as required;
Effective support to the management and oversight of respective regional projects/initiatives;
Coordination of programme support to the SRP team;
Support in creation of strategic and institutional partnerships and implementation of the resource mobilization strategy;
Facilitation of knowledge building and knowledge sharing.

Ensures effective administration management support to the Sub-Regional Platform (SRP), focusing on the achievement of the following results:

Engages in programme analysis at the request of SRP Coordinator and advisors and elicits relevant knowledge from the global development context;
Collaborates with staff of HQ Units, COs, RSC and regional UNDG units in maintaining a system within the SRP, which ensures timely submission of documents destined for Senior Management at HQ, RSC and SRP, and provides feedback to the team members;
Continuously monitors developments within the RSC and HQ to update the SRP Coordinator on the latest issues of importance to the work of the SRP.
Manages the implementation of a qualitative monitoring system to track all SRP activities in the field with relevant partners and prepares quality management reports to guide programme and policy advisors and specialist in their work;
Supports the SRP Coordinator in various administrative and programme initiatives (e.g.) Integrated Work Plan development and monitoring, strategic plan reporting and target setting, monitoring of balanced scorecards, Global Staff Survey and other surveys.

Provides effective support to the management and oversight of the respective regional projects and initiatives focusing on the achievement of the following results:

Researches data and information required to support the management and continuous oversight of the Regional Programme relevant to the SRP;
Prepares and consolidates reports and ensures relevant actions are taken;
Provides guidance to SRP staff and RSC/HQ focal points to ensure compliance with results-oriented reporting requirements at all levels;
Regularly monitors and follows up on established results, accountability framework, performance indicators/success criteria, targets and milestones to effectively measure CO capacity and performance using the Balanced Scorecard, Atlas snapshot and dashboards, Global Staff Surveys, audit and evaluation and other corporate reports;
Analyses programme delivery status, identifies programme and operational problems and develops solutions;
Prepares and consolidates regional and sub-regional programme audit information and reports and monitors the implementation of follow-up actions.

Coordination of programme support to the SRP and respective regional projects/initiatives focusing on achievement of the following results:

Collects and presents thoroughly researched information and/or reports to support the SRPs inputs to country and regional programming and facilitates identification of areas of UNDP interventions and sub-regional level;
Maintains internal expenditures and control system which ensures that all transactions are correctly recorded and posted, including timely corrective action on exceptions;
Generates reports and information on routine implementation of projects and programme/project status; Reviews, verifies and reconciles financial data and reports to ensure accuracy and conformity with UNDP financial and administrative rules and regulations;
Consolidates SRP management and regional programme audit information and reports and monitor the implementation of follow-up actions;
Coordinates timely action in the SRP and in collaboration with the RSC across thematic areas in the RSC and liaises with HQ units;
Maintains and updates (reference) files for the SRP Coordinator in line with corporate standards;
Organizes meetings and manages appointments of the SRP Coordinator and visiting HQ and country office staff as necessary.

Provides support in the creation of strategic and institutional partnerships and implementation of the resource mobilization strategy focusing on achievement of the following results:

Effective coordination within the SRP and with respective COs, RSC, Regional UNDG and HQ units, promoting a consolidated approach and outreach to strengthen the institutional partnerships with regional- and critical sub-regional actors;
Develop effective collaboration with staff in COs, RSCs and partner organizations to achieve shared results and efficient organisation of outreach- and partnership- activities;
Supports the development of a donor/partner intelligence system for the SRP/RSC in close coordination with relevant RSC units as well as HQ and Country Offices. Updates the system regularly. Prepares and regularly updates Strategic Partnership briefing kits for internal and external use;
Tracks and reports on resources mobilized and partnerships established.

Facilitation of knowledge building and knowledge sharing in the SRP and respective COs focusing on the achievement of the following results:

Supports Content Management within the SRP (and hence the broader RSC) by ensuring that prescriptive content within functional areas is continuously updated and available, best practices are continuously identified, documented and made available to clients and peers and that appropriate up-to-date information and learning tools are available;
Provides institutional memory on the SRP and briefs incoming staff as needed;
Assists in organising trainings for the SRP staff on programme and operations in line with corporate requirements;
Supports effective administration of special events convened by the SRP Coordinator;
In consultation with the RSC and CO, participates in backstopping arrangements within the RSC to ensure coverage of administrative, programme and operational support at all times;
Makes sound contributions to knowledge networks and communities of practice.

Competencies

Core Competencies:

Innovation

Ability to make new and useful ideas work.

Leadership

Ability to persuade others to follow.

People Management

Ability to improve performance and satisfaction.

Communication

Ability to listen, adapt, persuade and transform.

Delivery

Ability to get things done.

Technical/Functional:

Primary:

Organizational Skills

Demonstrated capacities to perform multiple taks, in multi-cultural environment and dealt with confidential matters.

Office Administration

Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs.

Reviewing and reporting

Ability to review and edit documents, ability to produce meeting report identifying key actions.

Development and Operational Effectiveness

Programme management skills and communication skills.

Research

Knowledge of analytical tools and methods for undertaking substantive research on various policy related issues.

Secondary:

Financial Reporting and Analysis

Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner.

Partnerships/Relationship Management

Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships.

Knowledge Management

Ability to efficiently handle and share information and knowledge.

Risk Management

Ability to identify and prioritize risks, and organize action around mitigating them.

Required Skills and Experience

Education:

Secondary Education, preferably with specialized certification in Accounting and Finance;
University Degree in Business or Public Administration, Economics, Political or Social Sciences would be desirable, but it is not a requirement.

Experience:

7 years of progressively responsible administrative or programme experience is required at the national or international level;
Strong IT skills (MS Office, Atlas) and advanced knowledge of database management systems; experience in handling of web based management systems.

Language Requirements:

Fluency in English both oral and written, and national language is a requirement;
Working knowledge of French is an asset.

Note:

Externally advertised General Service fixed-term appointment are open to candidates who are nationals of the country, Permanent Residents, or holders of a valid work permit at the time of their application.