UNDP Jobs - 59329- Programme Associate

Programme Associate

Location :

Suva, FIJI

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

04-Sep-15 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

12 Months

Languages Required :

English

Expected Duration of Assignment :

Renewable subject to performance and availability of funding

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

Pacific Island Countries (PICs) still face significant challenges in achieving meaningful participatory democratic governance that is responsive to the needs of ordinary citizens, including the poor and marginalised, and that promotes sustainable development. The challenges range from political instability, lack of financial and human resources capacity, including weak policy and regulatory frameworks. Participatory decision making is severely limited, with women and young people under-represented in formal political structures across the region.

In recognition of the central importance of parliaments to good governance, inclusive development and public accountability, the UNDP Pacific Centre has been working with Pacific parliaments to strengthen their capacity for many years. Currently, UNDP has a flagship project in Fiji and is also supporting national parliamentary projects in Samoa, Solomon Islands, Palau, Kiribati, Tuvalu and Tonga. These projects are primarily implemented by UNDP Country Offices, with design support, oversight and technical advice being provided by the UNDP Pacific Centre.

Under the overall guidance of the Parliamentary Development Programme Specialist and direct supervision of Project Manager the Programme Associate ensures effective delivery of the Regional Parliamentary Development Programme by entering and managing data and supporting programme implementation consistent with UNDP rules and regulations.

The Programme Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs as required for resolving complex finance-related issues and exchange of information.

Duties and Responsibilities

Ensures administration and implementation of programme/operations and financial management strategies, adapts processes and procedures focusing on achievement of the following results:

Full compliance with UN/UNDP rules and regulations and other relevant policies on financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
Provision of inputs for implementation of cost-saving and reduction strategies in consultation with the office management;
Preparation of cost sharing, and trust fund agreements, follow up on contributions within the programme resource mobilization efforts.

Provides effective support to management of the Parliamentary Development Programme Specialist programme, administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

Presentation of information for formulation of programme work plans, budgets, proposals on implementation arrangements and execution modalities. Entry of data of new grants into Atlas in the form of Annual Work Plans (AWPs), monitoring of their status;
Provision of guidance to the executing agencies on routine implementation of projects, tracking use of financial resources;
Accuracy verification of Combined Delivery Reports;
Provision of information for the audit of programme, implementation of audit recommendations;
Implementation of the control mechanism for programme through monitoring of budgets preparation and modifications;
Tracking and reporting on mobilized resources;
Preparation of reports;
Assists in the preparation of cost-recovery bills in Atlas for the services provided by UNDP JOC, elaboration and implementation of the income tracking system and follow up on cost recovery.

Provides accounting and administrative support to the Programme Finance Unit focusing on achievement of the following results:

Proper control of the supporting documents for payments and financial reports for programme;
Preparation of PO and non-PO vouchers for development projects;
Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared and processed;
Travel claims, MPOs and other entitlements are duly processed.

Tracking and reporting of mobilized resources by performing the following tasks if assigned to the S/M:

Review signed cost-sharing contribution agreements and trust fund agreements;
Enter Agreement information into Contracts Module;
Attach copy of the signed agreement in Atlas;
Create Billing Plan in Contracts Module;
Create Revenue Plan and establish Milestones in Contracts Module;
Bill a donor through Contracts Module;
Maintain contributions/receivables documentation;
Apply cash receipt to the proper revenue source / fund or project;
Timely corrective actions on erroneous data in Atlas;
Preparation of financial reports required;
Maintenance of the Accounts Receivables for UNDP projects and follow-up with partners on contributions, deposits creation in Atlas and their application to AR pending items.

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

Systematic gaining and sharing of knowledge and experience related to programme management;
Organization of training for the office staff on programme/operations related issues;
Synthesis of lessons learned and best practices in programme finance;
Sound contributions to knowledge networks and communities of practice.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Maintaining information and databases:

Tracks and reports on mobilized resources.

Basic research and analysis:

Researches best practices and poses new, more effective ways of doing things;
Identifies and communicates opportunities to promote learning and knowledge sharing;
Understands the main processes and methods of work regarding to the position;
Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (specialized knowledge related to financial resources management, including formulating budgets and financial reporting);
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;
Shares knowledge and experience;
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills;
Ability to perform a variety of specialized tasks related to Results Management, including support to design, planning and implementation of programme, managing data, reporting;
Good knowledge of Results Management Guide and Toolkit;
Focuses on result for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure;
Demonstrates openness to change and ability to manage complexities.

Required Skills and Experience

Education:

Secondary Education;
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, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language:

Fluency in English.