Background

Following the destruction caused by TC Pam in Vanuatu, UNDP strengthened its presence in the country to support the recovery process.  A UNDP Field Office was established and currently houses 5 employees (Programme Analyst, GEF SGP Officer, Vanuatu Country Programme Advisor, National Project Coordinator and Programme Associate) under different contract modalities. In the coming months it will also accommodate staff positions for the Global Fund and possibly an additional post for the SGP.  At this time there is only one fixed term position – the UNDP Programme Analyst and it has become increasingly difficult for the Programme Analyst to handle both programme and administrative activities given the increasing size of the programme as a result of UNDP’s commitment to post TC Pam recovery. The newly created Programme Associate Position will handle basic administration and finance duties in addition to programme administrative tasks.

Under the guidance of the of the ARR (Programmes) and direct supervision of the Vanuatu Programme Analyst, the Programme Associate provides support to the execution of services in the Vanuatu Office in the design, planning and management of the Vanuatu country programme by managing data and facilitating programme implementation. The Programme Associate promotes a client-oriented approach consistent with UNDP rules and regulations.

The Programme Associate works in close collaboration with Programmes, Operations and projects staff in Vanuatu and the MCO as well as other UN agencies staff to exchange information and ensure consistent service and programme delivery.

Duties and Responsibilities

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

• Presentation of thoroughly researched information for preparation of Vanuatu country programming documents; effective application of Results Based Management including establishment of a mechanism for monitoring and evaluation of the Vanuatu programme and setting up of a database to monitor;
• Presentation of information/ reports for identification of areas for support and interventions;
• Assist in the analysis of information on donors and partners, preparation of donor’s and partners profile and database.

Support the Vanuatu Programme Specialist/UNDP Office Manager in Monitoring & Evaluation and Reporting of the country programme:

• Assist in the generation of financial delivery reports, project summaries, budget revisions, substantive project revisions and other Atlas-based requirements;
• Provide substantive support to UNDP Directly Implemented (DIM) Projects ensuring coordination of activities for effective delivery and achievement of results in close liaison with the Vanuatu Programme Specialist/UNDP Office Manager and the ARR (Programmes) at the MCO. Coordinate and draft quarterly and annual progress reports for DIM projects;
• Support the team in drafting and reviewing quarterly and annual progress reports, and mid-term reviews and ensuring timely donor reporting;
• Assist in the collection, and presentation of information for project, work plans, budgets, proposals on implementation arrangements, MOUs, and submission to the Contracts, Assets and Procurement (CAP) Committee, etc.;
• Assist in the follow up on performance indicators/success criteria, targets and milestones, preparation/review/comments or/on reports;
• Assist in monitoring and reporting on mobilized resources;
• Provide support  to donor reporting.

Provides effective administrative, logistical and financial support to the Vanuatu office  focusing on achievement of the following    results:

• Proper control of Project Cash on Hand, cash custodian role in recordkeeping, supporting documents for payments, adherence to rules and regulations and submission of acquittals;
• Support to the MCO administrative business processes mapping and elaboration of  the internal standard operating procedures (SOPs) for the Vanuatu office;
• Coordination of assets management in the Vanuatu Office, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items;
• Procurement including oversight of the provision of reliable and quality office supplies;
• Proper inventory control; supervision of proper issuance of inventory items and supplies, including items procured for donation;
• Provision of logistical support in terms of arranging meetings, organizing bookings, transportation of equipment/items etc.

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

• Establish and maintain a filing system in the office;
• Sound contributions to knowledge networks and communities of practice;
• Assist in the drafting of lessons learned reports, best practices, project accomplishment reports and other knowledge products.

Ensures provision of reliable and safe driving services by a) driving office vehicles for the transport of UNDP DRR, other UN officials and visitors and delivery and collection of mail, documents and other items; b) meeting official personnel and visitors at the airport including visa and customs and protocol formalities arrangement when required; and c) ensuring that all immediate actions required by rules and regulations are taken in case of involvement in accidents:

• Provide logistical and driving services to UNDP;
• Ensures cost-savings through proper use of vehicle through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports;
• Ensures proper day-to-day maintenance of the assigned vehicle through timely minor repairs, arrangements for major repairs, timely changes of oil, check of tires, brakes, car washing, etc.;
• Ensures availability of all the required documents/supplies vehicle logs, office directory, map of the city/country, first aid kit, and necessary spare parts in the assigned vehicle;
• Ensures that all immediate actions required by rules and regulations are taken in case of involvement in accidents.

Competencies

Functional Competencies:        

Support the preparation of information for advocacy:

• Identifies relevant information for advocacy for a variety of audiences;
• Makes research of contacts in the media, government, private sector, donors, other agencies, civil society in other stakeholders for UNDP’s advocacy efforts.

Contributing to results through provision of information:

• Provides information for linkages across programme activities to help identify critical points of integration;
• Provides information and documentation on specific stages of projects/programme implementation;
• Participates in the formulation of project proposals.

Maintaining information and databases:

• Analyzes general information and selects materials in support of partnership building initiatives;
• Maintains databases of donor information;
• Tracks and reports on mobilized resources.

Implementing processes and uses products:

• Documents and tracks innovative strategies/best practices/new approaches;
• Tracks bottlenecks, problems and issues, and proposes solutions;
• Responds positively to new approaches.

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.

Basic research and analysis:

• Researches best practices and poses new, more effective ways of doing things;
• Documents innovative strategies and new approaches.

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;
• Identifies new and better approaches to work processes and incorporates same in own work;
• 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.

Research and analysis:

• Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences;
• Maintains a network of contacts in the media and civil society, for use in UNDP’s advocacy efforts.

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;
• Prince2 training and certification, RMG.

Required Skills and Experience

Education:

• Secondary Education, preferably with specialized certification in Accounting and Finance;
• University Degree in Business or Public Administration, Economics, Political or Social Sciences would be desirable, but it is not a requirement.

Experience:

• Six (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;
• A valid drivers licence, safe driving record; knowledge of driving rules and regulations essential.

Language:

• Fluency in English.