Background

Under the overall guidance and supervision of the Programme Manager, the Programme Assistant provides programme support services ensuring high quality, accuracy and consistency of work. The Programme Assistant also reports to the Operations Manager on operations matters, ensuring effective and efficient functioning of the UNDP office in Seychelles.

The Programme Assistant assists the Programme Officer to support the administration and implementation of the programmes and projects in Seychelles and works with project and coordination staff to exchange information and support programme delivery.

The Seychelles UNDP office has a portfolio of some 10 projects currently ongoing in the county, as detailed in the Country Programme Document (CPD) 2007-2011, and another 3 projects planned to begin in the course of 2011/12. 

Duties and Responsibilities

Provide support for the administration and implementation of country programmes /operations ongoing in Seychelles, including:

  • Projects in the Environment portfolio;
  • Good Governance programme;
  • Capacity building initiatives;
  • HIV/AIDS planning;
  • GEF Small Grants Programme (SGP);
  • Focusing on achievement of the following results in compliance with UN/UNDP rules and regulations and other relevant policies;
  • Assist in setting up and maintaining an administration system, including filing, personnel management, logistics, resources and stock management.

Assist the Programme Officer in accounting, oversight and administrative support:

  • Backstopping the procurement process;
  • Provision of information for formulation of work plans, budgets, proposals on implementation arrangements and execution modalities;
  • Assist in the preparation of workplan, in drafting Annual Workplan as well as Financial Disbursement Reports on quarterly basis;
  • Assist in the organisation of Steering Committee meetings;
  • Contribute to the preparation of Quarterly Progress Report;
  • Compilation of data for internal/external audit;
  • Provision of inputs to reports including donor reports;
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of reports;
  • And any other tasks deemed necessary by the Programme Officer  and the Programme Manager or the UNDP Country Office.

Support to the functioning of the UNDP office:

  • Provide support in organizing and coordinating missions, meetings, workshops and events;
  • Provide support to travel and logistical arrangements to programmes/projects, staff and fellowships;
  • Provide support with office lease agreement renewal, ICT support contract follow up,  and other office administrative tasks;
  • Creates requisitions and prepares non-PO vouchers in Atlas;
  • Provide support for conducting SC salary surveys, DSA surveys, cost of living surveys/housing surveys and hardship surveys;
  • Provide support to UN coordination in country and with other UN agencies;
  • Provide support to other related logistical task to the UNDP.

Competencies

Functional Competencies:         

Support the preparation of information for advocacy

  • Identifies relevant information for advocacy for a variety of audiences.

Results-Based Programme Development and Management

Contributing to results through provision of information

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

Building Strategic Partnerships

Maintaining information and databases

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

Innovation and Marketing New Approaches

Implementing processes and uses products

  • Documents and tracks innovative strategies/best practices/new approaches.

Resource Mobilization

Providing information for resource mobilization strategies

  • Maintains information/databases on potential and actual donors;
  • Maintains database of project files;
  • Provides data and information needed for preparation of project documents.

Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis

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

Job Knowledge/Technical Expertise

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

Research and analysis

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

Client Orientation

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 with specialized certification in Accounting, Finance and/or Administration, e.g. Seychelles Polytechnic accounting & business administration;
  • 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 finance and administration experience is required;
  • Experience in usage of computers and office software packages (mainly MS Office) and knowledge of spreadsheet and database packages;
  • Experience in handling of web based management systems.

Language Requirements:

  • Fluency in English and Kreol, and knowledge of French preferred.

Mode of Application:

Detailed Terms of Reference is available on UNDP website at www.mu.undp.org.

  • Interested and qualified candidates should apply on-line through UNDP jobs website: http://jobs.undp.org;
  • Please ensure that you upload your UNDP Personal History Form – P11 (available at www.mu.undp.org (Operations/Jobs) and CV as one attachment in the relevant field of the on-line application.
  • Please group all your documents into one (1) single PDF document as the system only allows to upload maximum one document.

UNDP reserves the right not to make any appointment following this advertisement.

Only shortlisted candidates will be contacted.  UNDP reserves the right not to make any appointment following this advertisement.