UNDP Jobs - 65858- Programme Assistant - (Open to Ntionals of Zimbabw

Programme Assistant - (Open to Ntionals of Zimbabwe Only)

Location :

Harare, ZIMBABWE

Type of Contract :

TA Local

Starting Date :

01-Jul-2016

Application Deadline :

06-May-16 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

6 months

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 overall guidance of the ARR(P) and direct supervision of designated supervisor if applicable, the Programme Assistant provides programme support services ensuring high quality, accuracy and consistency of work.

The rate of accumulation of records has necessitated the need for the UNDP country office to manage and file records properly through e-archiving.

It is extremely important to organise this documentation in a more dynamic way and to equip the staff with an efficient records management system in order to reduce the amount of time spent in searching for records. In addition the transition from one programming cycle to a new one will result in the need to close a number of projects and creating new ones. All this necessitates the need to collate reports, evaluations, financial records, checklists to facilitate closures and other project management documentation which has to be uploaded in the document management system.

This period also coincides with the NIM/NGO audit period which entails gathering programme management and expenditure management information to respond to audit enquiries.

The Programme Assistant works in close collaboration with the operations, programme and project staff in the CO and UNDP HQ as required to exchange information and support programme delivery.

Duties and Responsibilities

Support to management of the CO programme

Missing project payments documentation for the period January 2015 to date are scanned & e-archived;
Support to programme financial data entry is provided when requested during assignment period;
Retrieving and building up supporting documentation and scanning to e-archiving APJV entries that are missing as provided by Finance for the period January 2015 to date;
Support data/evidence gathering for audit queries/enquiries and post-audit follow-up actions for the period April to June 2016.

Administrative Support to the Programme Unit

Project M&E and terminal checklists are completed and uploaded in DMS together with supporting documentation for all unit portfolio projects from 2004 to current;
Physical project records are updated for all unit portfolio projects 2004 to current.

Support to Resource Mobilization

Assist update unit databases for donors and status of donor funded projects balances and agreements including scanning and uploading agreements from 2005 to date;
Assist clearing of outstanding cost sharing balances per agreement provisions for closing projects and collecting data to address discrepancies and deficits from 2009 to date;
Uploading donor reports for closed and current projects for the period 2005 to date.

Competencies

Support to management of the CO programmes

Level 1.1: Contributing to results through provision of information

Provides information and documentation on specific stages of projects/programme implementation;
Provides information and documentation on specific stages of projects/programme implementation;
Preparation of non-PO vouchers for development projects;
Maintenance of the internal expenditures control system including 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;
Extraction and presentation of information for audit of NIM/NGO projects.

Administrative support to the programme unit

Level 1.1: Contributing to results through provision of information

Scanning and uploading documentation for all unit projects payments for the period specified by the Finance Unit;
Retrieving documentation for closed projects from the archives, scanning and uploading in DMS;
Reviewing project files, identifying gaps and updating project records in the unit;
Reviewing terminal records for closing/closed projects, identifying gaps and uploading documentation in DMS;
Reviewing project management documentation on DMS, identifying gaps, scanning and uploading of missing project management documentation in DMS.

Support to Resource Mobilization (Field Duty Stations)

Level 1.1: 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.

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:

5 years of relevant administrative or programme experience is required at the national or international level;
Experience in the usage of computers, digital document senders and scanners and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems. Experience in UNDP project management and knowledge of the ERP systems is required.

Language Requirements:

Fluency in English and national language of the duty station.

N.B.

UNDP Zimbabwe reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP Zimbabwe at the same grade level and with similar job description, experience and education requirements;
Applicants are requested to upload a copy of their latest updated P11 Form instead of a CV which can be downloaded from this website:http://www.sas.undp.org/Documents/P11_Personal_history_form.doc;
Please group all your documents into one (1) single PDF document as the system only allows to upload maximum one. document.