Background
Under the overall guidance of the Energy and Environment Team Leader, the Programme Assistant ensures effective delivery of team’s assigned admin/finance requirements by entering, managing data and supporting programme implementation consistent with UNDP rules and regulations.
United Nations Development Programme Office in Riyadh, in collaboration with Government and other development partners, plays a key role in implementing the development projects by providing overall policy direction and in coordinating and monitoring progress towards expected results. In order to facilitate effective coordination, implementation, and monitoring of Programmes, the Programme Assistant will work in close collaboration with the operations, finance, programme and projects’ staff in the Country Office and the operations unit to resolve complex finance-related issues and support the implementation support tasks to the different projects and programmes.
Duties and Responsibilities
Provide data in support of formulation of project documents and implementation strategies. Administrative and financial support and to the assigned Programme Unit.
Work in close cooperation with national governments, UN agencies, operational, technical and administrative support to ensure the efficient and effective implementation, coordination, monitoring and evaluation of Annual Work Plans by performing the following overall tasks and duties:
Supports formulation of programme documents and implementation strategies of Country Programme Action Plans, Projects’ Annual Work Plans and linked regional programmes focusing on achievement of the following results by:
- Providing project cycle management and financial reporting support and assistance to government institutions involved in project implementation;
- Presentation of background information for formulation of, draft project documents, work plans, budgets, proposals on implementation arrangements;
- Provide needed data for the effective use and application of RBM tools to support project and programme implementation;
- Upload relevant documents to the shared drives and corporate platforms.
Provides effective support to management of the programme focusing on the achievement of the following results:
- Assist in the creation of a project in Atlas, preparation of required budget revisions, operational and financial close of a project;
- Presentation of information for audit of NEX projects supports implementation of audit recommendations;
- Support the preparations of Office audit by collecting needed documentations on programme implementation;
- Drafting correspondence to facilitate and finalize of UNDP programme payments with Programme Finance Unit;
- Maintain administrative/financial files and programme documentation, as well as draft business correspondence from oral instructions, previous correspondence, and other available information sources;
- Support annual budgets formulation;
- Prepare communications and follow up on contracts and agreements;
Provides administrative support to the projects focusing on achievement of the following results:
- Follow up on payments for short-term consultants as well as facilitate travel and accommodation requirements of consultants and other personnel hired by projects;
- Assist in the preparation of vouchers, POs and requisitions for development projects
- Assist in the of organization of meetings, national and international workshops, visiting missions;
- Coordinate and monitor daily support activities such as: Coordinating meeting calendars and arranging appointments and meetings; Drafting correspondence and meeting notes as well as follow up note to files with governments and other national, regional and international development partners; Drafting Notes of record, meeting reports, project proposals, agendas, presentations hand-outs, as required;
- Support logistical arrangements for visiting missions to and from the UNDP and undertake any other tasks required for the successful implementation of UNDP supported programmes which may include public information inputs.
Competencies
Level 1.1: Maintaining information and databases
- Tracks and reports on mobilized resources.
Promoting Organizational Learning And Knowledge Sharing
Level 1.1: Basic research and analysis
- Identifies and communicates opportunities to promote learning and knowledge sharing.
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods, and procedures
- Understands the main processes and methods of work regarding to the position (financial resources management);
- Possesses basic knowledge of organizational policies and procedures related to the financial resources management 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.
Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change
- Demonstrates ability to identify problems and proposes solutions.
Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems
- Uses information/databases/other management systems;
- Makes recommendations related to work procedures and implementation of management systems.
Client Orientation
Level 1.1: 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.
Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information
- Maintains databases;
- Prepares timely inputs to reports.
Core Competencies:
- Demonstrate corporate knowledge and sound judgment;
- Self-development, initiative-taking;
- Acting as a team player and facilitating teamwork;
- 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: Minimum Bachelors’ degree in business administration, management, finance or similar fields.
- Experience: One year experience in admin/finance related work
- Knowledge: Knowledge of ERP systems. Some development knowledge would be preferred
- Languages: English and Arabic