UNDP Jobs - 52353- Programme / Administrative Associate

Programme / Administrative Associate

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

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

Post Level :

GS-6

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

You may submit only one application for these 4 G6 Programme/Administrative Associate posts. If you are successful in your application, you will be assigned to any one of these posts. You can indicate your preference for a particular unit in your application.

Post numbers and units:

Position # 00095523 is in unit BPPS / Policy and Programme Support A - Governance and Peacebuilding/Rule of Law;
Position # 00095525 is in unit BPPS / Policy and Programme Support A - Governance and Peacebuilding/ Rule of Law;
Position # 00095526 is in unit BPPS / Policy and Programme Support B - Sustainable Development;
Position # 00095527 is in unit BPPS / Policy and Programme Support A - Health and HIV.

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.

The Programme/Administrative Associate provides programme and administrative services in support of the Unit’s programme responsibilities, deliverables, and operations. This includes programme support in data, financial management, project/programme design, planning, implementation, reporting, and information management. The Programme/Administrative Associate promotes a client-oriented approach, in the framework of UNDP policies, rules and regulations.

In close collaboration with policy, programme, operations and project teams in the Regional Hubs, COs, and HQs, the Programme/Administrative Associate identifies and helps resolve bottlenecks, clarifies and interprets procedures, and escalates complex programme and administrative issues as needed.

S/he is responsible for the following:

Support for the formulation, implementation, management and monitoring of the Unit’s programme portfolio;
General operational and administrative support to the Unit;
Management of the Unit documentation portfolios;
Implementation of Knowledge building and knowledge sharing strategies.

S/he will report to the Head of the Unit or Team.

Duties and Responsibilities

Support for the formulation, implementation, management and monitoring of the Unit’s programme portfolio:

Provides programme/project management support to the Unit, such as:

Creating and managing projects in ATLAS;
Providing COA authorizations; creating requisitions,; raising receipts; implementing budget and project award revisions; and project status; determination of unutilized funds, maintaining the internal expenditures control system;
Tracking, monitoring and reporting on the use of project resources;
Conducting budget checks for accuracy of Requisitions, Purchase Orders and Payment Vouchers;
Ensures the compliance of arrangements for project approval, implementation, general operations, and closure of projects with UNDP policies and regulations;
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; and
Identifies and escalates project related issues, proposing and contributing to the development of solutions.

General operational and administrative support to the Unit:

Organizes and prepares agendas and minutes of unit meetings and tracks follow-up actions;
Coordinates and writes sections of briefing materials and reports for meetings and missions for staff, including research work to prepare briefing materials as applicable;
Processes official Unit Mission Travel Requests, including timely follow-up action on medical/security clearance, claims, signatures as appropriate and ensuring preparation of the necessary documents in ATLAS, collaborating with BPPS ROM as needed;
Monitors all travel-related payments for the Unit, liaising appropriately with BPPS ROM/Q and BPPS staff in the field, as required;
Provides administrative and logistical support for donor meetings, country/region specific meetings, workshops, trainings, conferences, retreats and any other special events organized by Unit;
Acts as absence management focal point and leave monitor for the Unit;
Provides inputs into the unit’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
Backstops procurement processes, including preparation of CAP and ACP submissions;
Backstops unit members on programme management during absences and mission travel; and
Serves as the Unit’s liaison person for all interactions with ROM on all programme and operational support.

Manages the Unit’s portfolio documentation:

Prepares information for the audit of projects and follow-up/support to the implementation of audit recommendations;
Proof-reads, edits and translates reports as necessary for in-house dissemination and/or publication;
Collects and disseminates information related to thematic area, including inputs for donor reports and provides information when requested from various sources;
Following the established filing and archiving standards and procedures for the Bureau, organizes, updates and maintains all project/programme-related documents; and
Scans and ensures proper digital filing of all Unit documents that must be retained in support of corporate policies.

Promotes knowledge building and knowledge sharing in the relevant area:

Prepares reports synthesizing lessons learnt and good practices;
Contributes to and administers events pertaining to UNDP knowledge networks; and
Supports the development of training, learning materials and activities by developing substantive components.

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. University Degree in Business or Public Administration, Economics, Political or Social Sciences would be desirable, but it is not a requirement.

Experience:

6 years of progressively responsible administrative or programme experience is required at the national and/or international level.
Proficiency in IT software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling of web based management systems is required.

Language:

Fluency in English both oral and written, is required;
Working knowledge of other UN official language is an asset.

Other:

Passing the UN Clerical or ASAT Examination is a requirement.