UNDP Jobs - 57477- Programme/Administrative Associate

Programme/Administrative Associate

Location :

Yangon, MYANMAR

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

06-Jul-15 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

One year

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

Under the guidance and direct supervision of the Head of the Strategic Planning & Management Unit, the Programme/Administrative Associate provides leadership in execution of services in the Strategic Management Unit. The Programme/Administrative Associate promotes a client-oriented approach consistent with UNDP rules and regulations.

The Programme/Administrative Associate is part of a team to ensure the smooth day to day operation and administration of the Strategic Planning & Management Unit (SPU). The SPU is Headed by the Strategic Planning Advisor, and is composed of the Monitoring and Evaluation Unit, the Communications Unit, The Gender Advisor, and the Field Offices structure.

The Programme/Administrative Associate will work in close collaboration with the Programme and Operation staff in the CO and with the project teams.

Duties and Responsibilities

Summary of Key Functions:

Support to the functions of the SPU Unit;
Support to management of the CO programme;
Facilitation of knowledge building and knowledge sharing.

Provides effective support to the functions of the SPU focusing on achievement of the following results:

Ensure quarterly and annual programme progress reports are uploaded in a timely manner in the Atlas system for internal and external dissemination and use;
Ensure communication on and visibility of UNDP activities and achievements through regular internal and external updates and reports;
In close collaboration with projects, support the further refinement of M&E and reporting tools;
Provide operational support on budgeting, procurement requisitions, logistics - including travel, payments and others as requested;
Provide logistics support to the organization of corporate events such as launches, workshops and meetings;
Provide support to the dissemination of publications and communications materials.

Provides effective support to management of the CO programme focusing on the achievement of the following results:

Creation of a project in Atlas, preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project;
Provision of guidance to the executing agencies on routine implementation of projects;
Presentation of information for audit of NIM/DIM projects, supports implementation of audit recommendations;

Provides administrative support to the SPU focusing on achievement of the following results:

Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas;
Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas;
Making budget check for requisitions, POs and vouchers. Facilitation of administrative tasks for the SPU, such as travel arrangements, equipment, workshop logistics and event organization, etc.

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Identification and formulation of lessons learned from monitoring, evaluations and studies to be integrated into broader knowledge efforts;
Participation in results-based management and results oriented monitoring and evaluation training efforts;
Management of intranet share point to share information within the Country Office;
Makes available corporate reports and documents on internal knowledge sharing platforms.

Impact of Results

The key results have an impact on the overall performance of the SPU Unit. Accurate analysis and presentation of information, thoroughly researched and fully documented work strengthens the capacity of the office and facilitates subsequent action by the supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Functional Competencies:

Advocacy/Advancing A Policy-Oriented Agenda:

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;
Provides background information to identify opportunities for project development and helps drafting proposals.

Innovation and Marketing New Approaches:

Implementing processes and uses products

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

Resource Mobilization:

Providing information for resource mobilization strategies

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;
Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
Demonstrates good knowledge of information technology and applies it in work assignments;
Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly 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;
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.

Experience:

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

Language:

Fluency in English and national language of the duty station.