UNDP Jobs - 23450- Programme Assistant

Programme Assistant

Location :

Mahe, SEYCHELLES

Type of Contract :

Service Contract

Starting Date :

01-Aug-2011

Application Deadline :

15-Jun-11 (Midnight New York, USA)

Post Level :

SC-6

Duration of Initial Contract :

One year with possibility of renewal

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

The Seychelles UNDP office has a portfolio of some 10 projects currently ongoing in the county, as detailed in the Country Programme Document (CPD) 2007-2011, and another 3 projects planned to begin in the course of 2011/12.

The Programme Assistant will work in close collaboration with Programme Officer to support the administration and implementation of these programmes and projects.

Duties and Responsibilities

Summary of Key Functions:

Support to administration and implementation of programme / projects
Accounting and administrative support
Support to the overall functioning of the office

Provide support for the administration and implementation of country programmes /operations ongoing in Seychelles, including:

Projects in the Environment portfolio
Good Governance programme
Capacity building initiatives,
HIV/AIDS planning
GEF Small Grants Programme (SGP)
Focusing on achievement of the following results in compliance with UN/UNDP rules and regulations and other relevant policies.
Assist in setting up and maintaining an administration system, including filing, personnel management, logistics, resources and stock management.

Assist the Programme Officer in accounting, oversight and administrative support:

Backstopping the procurement process,
Provision of information for formulation of work plans, budgets, proposals on implementation arrangements and execution modalities.
Assist in the preparation of workplan, in drafting Annual Workplan as well as Financial Disbursement Reports on quarterly basis.
Assist in the organisation of Steering Committee meetings,
Contribute to the preparation of Quarterly Progress Report
Compilation of data for internal/external audit.
Provision of inputs to reports including donor reports
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of reports.
And any other tasks deemed necessary by the Programme Officer and the Programme Manager or the UNDP Country Office

Support to the overall Day-to-day functioning of the office:

Provide support in organizing and coordinating missions, meetings, workshops and events
Provide support to UN coordination in country and with other UN agencies
Provide support to travel and logistical arrangements to programmes/projects
Provide support to other related logistical task to the UNDP

Impact of Results:

The key results will have an impact on the overall efficiency in office delivery for the various programmes/projects and operational strategies.

Competencies

Functional Competencies:

Level 1.1: Support the preparation of information for advocacy

Identifies relevant information for advocacy for a variety of audiences

Results-Based Programme Development and Management

Level 1.1: Contributing to results through provision of information

Provides information and documentation on specific stages of projects/programme implementation

Building Strategic Partnerships:

Level 1.1: Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives

Innovation and Marketing New Approaches

Level 1.1: Implementing processes and uses products

Documents and tracks innovative strategies/best practices/new approaches

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

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

Researches best practices and poses new, more effective ways of doing things

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
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Demonstrates good knowledge of information technology and applies it in work assignments

Global Leadership and Advocacy for UNDP’s Goals
Level 1.1: Research and analysis

Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences

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
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
Demonstrates and safeguards ethics and integrity.

Required Skills and Experience

Education:

Secondary Education with specialized certification in Accounting, Finance and/or Administration, e.g. Seychelles Polytechnic accounting & business administration.
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 progressively responsible finance and administration experience is required.
Experience in the usage of computers and office software packages (mainly MS Office) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.
Prince2 training and certification, RMG

Language Requirements:

Fluency in English and Kreol, and knowledge of French preferred.

Salary:

Salary will be based on local UNDP salary scale for Service Contract.

Mode of Application:

Interested and qualified candidates should apply on-line through UNDP jobs website: http://jobs.undp.org.
Please ensure that you upload your UNDP Personal History Form – P11 (available at http://un.intnet.mu) in the relevant field of the on-line application.
Incomplete applications or applications received after the closing date will not be given consideration.
Please note that only short-listed candidates will be contacted.
Female candidates are highly encouraged to apply.