UNDP Jobs - 52210- Programme Assistant

Programme Assistant

Location :

Istanbul, TURKEY

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

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

Post Level :

GS-5

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

UNDP’s Istanbul Regional Hub of the Regional Bureau for Europe and the CIS (RBEC) is tasked with the responsibility to provide policy and programmatic support to UNDP´s development activities in the region. Throughout UNDP´s focus areas, it works towards increasing the impact of UNDP´s activities in the region by supporting Country Offices in development of country-level initiatives and by implementing regional-level projects in partnership with a wide range of partners supported to a global network of expertise.

Under the leadership of the Deputy Director of RBEC and Istanbul Regional Hub Manager, the Istanbul Regional Hub employs a multi-disciplinary team of policy specialists and advisors, project managers, operations and programme staff.

Under the overall guidance of the designated supervisor, the Programme Assistant provides programmatic support to assigned programmes and projects ensuring high quality, accuracy and consistency of work as part of the Programme Support Unit of the Istanbul Regional Hub.

The Programme Assistant works in close collaboration with the operations, programme and project staff in the Regional Hub, the COs and UNDP HQ as required to exchange information and support programme delivery.

Duties and Responsibilities

Summary of Key Functions:

Support to formulation of regional programme and projects;
Support to management and implementation of regional activities;
Assists in quality assurance and other programme and operational matters;
Support to knowledge building and knowledge sharing.

Supports formulation of regional programmes and projects focusing on achievement of the following results:

Assist in preparation of background information for programme/project formulation, in preparation of project documentation, work plans, budgets and implementation arrangements in line with the UNDP POPP and Results Management guidelines.

Supports management and implementation of regional activities focusing on achievement of the following results:

Assists in timely planning and reporting exercise and supports maintenance of corporate and internal planning and reporting systems for effective and efficient project monitoring and operational closure of projects.
Assists in creation of projects in Atlas, prepares budget revisions, revisions of project award and project status, determines unutilized funds and donor balances, carries out operational closure of projects.
Compiles donor financial reports, monitors use of cost sharing funds and other resources. Tracks and reports on mobilized resources.
Assists in liaison with project implementation agencies to ensure that Project Delivery Reports (PDRs) are correct. Uploads PDRs to Atlas. Generates Combined Delivery Reports (CDRs), checks for correctness and uploads into ATLAS. Generates financial transaction detail reports. Communicates with UNDP HQ on financial matters as required.
Facilitate implementation of project activities according to the project workplan, organizes events, procures expertise and equipment.
Drafts standard correspondence for project implementation.
Assists in preparation of narrative project reports.
Maintain project files.
Assists in ad-hoc project administrative and operational issues and provides information within UNDP.

Assists in quality assurance and other programme and operational matters focusing on the achievement of the following results:

Maintains an internal expenditure control system including timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers, journal vouchers. Makes budget check for requisitions and vouchers.
Prepares Non-PO and purchase orders (PO) based vouchers in Atlas
Assists in procurement and contracting processes. Compiles contract documentation.
Prepares documents for the HR unit as well as for the Contracts, Assets and Procurement Panel (CAP) meetings and other meetings
Contributes to the preparation of the projects’ recruitment and procurement plans;
Assists in organization of internal meetings, drafts minutes as required.
May serve as the leave monitor for the attendance records and leave management
Supports maintaining and monitoring of the Atlas project management module and related tools.
Assists in preparation of various presentations and background information on various programme related matters.
Facilitates implementation of programme/project related activities, organizes events, procures expertise and equipment.
Assists in organization of internal meetings, drafts minutes as required.
Drafts correspondence and assists in preparation of reports on programme finance.
Assists in procurement and contracting processes, compiles contract documentation and prepares documents for the HR unit as well as for the Contracts, Assets and Procurement Panel (CAP) meetings
May serve as the leave monitor for the attendance records and leave management
Provides programme and administrative support to the staff of the team as requested.
Assists in ad-hoc programme and operational issues and provides information within UNDP.

Supports knowledge building and knowledge sharing in the IRH focusing on achievement of the following results:

Participates in trainings for the operations/ projects staff on various programme/project related issues
Contributes knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the overall performance of the IRH and success in implementation of regional projects. Accurate analysis, data entry and presentation of information ensure proper programme implementation in line with UNDP rules and procedures.

Competencies

Functional Competencies:

Results-Based Programme Development and Management

Level 1.1: Contributing to results through provision of information

Provides information and documentation on specific stages of projects/programme implementation

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives

Innovation and Marketing New Approaches

Level 1.1: Implementing processes and uses products

Documents and tracks innovative strategies/best practices/new approaches
Responds positively to new approaches

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise

Level 1.1: 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
Demonstrates good knowledge of information technology and applies it in work assignments

Global Leadership and Advocacy for UNDP’s Goals

Level 1.1: Research and analysis

Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences

Client Orientation

Level 1.1: 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

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
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:

Secondary Education, preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement. Prince2 training and certification, RMG will be an asset.

Experience:

5 years of relevant 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 Requirements:

Fluency in English and Turkish.
Knowledge of Russian or other language spoken in Europe and the CIS region would be an asset

Qualified women and members of minorities are strongly encouraged to apply. UNDP is a non-smoking work environment.