Background

The Poverty Group of the Bureau for Development Policy is the institutional anchor of UNDP’s work on poverty reduction and MDGs support, with gender equality and capacity development as cross cutting themes.  Lead by the Practice Director, the Poverty Group (PG) provides core services designed to support global, regional and national efforts to reduce poverty and reaching the Millennium Development Goals (MDG) in the areas of: technical and policy advice, policy analysis and advocacy and knowledge brokering.

A key goal and objective of each of the PG’s Clusters (i.e. Strategies and Policies for Poverty Reduction, Inclusive Globalization, MDG Support and International Poverty Center) is to ensure that their respective interventions complement UNDP-wide efforts to help countries to reduce poverty and to achieve the MDGs. The MDG Support initiative represents UNDP’s corporate response to support and provide services to developing countries in formulating MDG-based national development strategies.

The Programme Associate is crucial in supporting the Cluster Leader, MDG Support Cluster, reporting directly to the Cluster Leader.

Duties and Responsibilities

Summary of Key Functions:

• Support implementation of the MDGs programme and action plans.
• Provides effective support to management of the MDGs related activities
• Resource, procurement and management support to the MDGs programmes and  projects
• Administrative support to the MDGs
• Organization of workshops, meetings and conferences

Support implementation of the MDGs programme and action plans focusing on achievement of the following results:

• Collects and presents operational and financial background information for preparation of group/unit/cluster projects/work plans
• Provides support to the unit/cluster in preparing timely inputs to update the ATLAS Project Management module so as to ensure UNDP RBMS platform is updated regularly at the HQ level.
• Presents background information for formulation of unit/cluster draft project documents, work plans, budgets, proposals on implementation arrangements. 

Provides effective support to management of the MDGs related activities in which the Units/Clusters are engaged, focusing on the achievement of the  following results:

• Provide operational support to PG in implementing and monitoring programmes and projects in line with corporate guidelines for finance, procurement, and project administration.
• Provides operational support to enable the Unit to meet financial reporting requirements.

Resource, procurement and management support to the MDGs programmes and  projects focusing on achievement of the following results:

• Provides support to all aspects of the MDGs programme/projects and operations, as required, through ATLAS and all aspects of the procurement processes as appropriate, all in accordance with established procedures.
• Assists in the procurement of issues ensuring transparency, accuracy and cost-effectiveness.
• Assists and supports in the recruitment of consultants and experts through advertisements of TORs, preparations of contracts, both in and out of ATLAS, and setting up vendors.
• Prepares draft (standard) contractual documents for the procurement of equipment/services, all in accordance with established procedures, for the Unit.
• Performs buyer role in ATLAS system, creation of Requisitions and POs (Purchase Orders) and reconciliation of settlements to be paid by Finance Unit.
• Perform timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions and unapproved vouchers. Make budget checks for requisitions, purchase orders and vouchers
  Verify and provide support to the team members in the approval processes in ATLAS.
• Presents information for audit of Unit’s projects; supports implementation of audit recommendations.
• Keeps up to date with new releases vis-à-vis ATLAS and UNDP regulations, and exchanges information.
• Ensure that team members follow UNDP operation guidelines and procurement procedures.

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

• Provides general secretarial and administrative assistance when requested.
• Manages travel arrangements for MDGs staff and meeting participants. Prepares travel authorizations and all related travel claims (including DSA, reimbursement claims, etc.), and liaises with travel agents and AMEX as necessary. 
• Processes all requests for UNLP and visas for team members and external travelers as well as for workshop & meeting participants.
• Assists team members in obtaining briefing materials for official missions and arranges any other travel logistics, when required. .
• Manages daily correspondence, drafts correspondence, screens and prioritizes incoming mails for appropriate action. Ensures that response deadlines are met.
• Maintains hard and an electronic copy filling system, ensuring safekeeping of confidential materials.
• Monitors attendance records and prepares the Unit calendar of events.
• Assists new staff members in receiving logistics and supplies to start their function.
• As and when required, undertakes special assignments as may be assigned.

Organization  of workshops, meetings and conferences, and dissemination of knowledge products focusing on achievement of the following results:

• Assists the Unit in the preparation and organization of conferences, seminars, annual retreats, and any other programme related events.
• This includes organizing travel for participants, issuing COAs, making travel related payments, and responding to any other necessary activities.  Perform all Atlas management duties attached to these coordination tasks (including creating purchase orders, contracting vendors, etc.); as well as preparation of hard or electronic copies of conference and meeting materials   
• Provides administrative/logistical supports for publications and dissemination of knowledge products

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:

• Development and Operational Effectiveness
• Ability to perform a variety of specialized tasks related to Results Management, including support to design, planning and implementation of programme, managing data, reporting.
• Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems
• Good knowledge of Results Management Guide and Toolkit

Leadership and Self-Management

• 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.

Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

Required Skills and Experience

• 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.
• Minimum 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 advanced knowledge of spreadsheet and database packages.
• Successful completion of the UN ASAT exam
• Experience in use of ATLAS is an asset.
• Outstanding communication skills, verbal and written English.
• Fluency in second UN Language an asset.