Background
Under the overall guidance and direct supervision of the Cluster Leader of the Governance Team and RSCA Management, the Programme Associate provides leadership in execution of services for the Regional Programme and Governance Cluster Team, supporting the design, planning and management of the regional Governance programme and delivery of advisory services by managing data, supporting the administrative components of the programme and facilitating overall programme implementation. The Programme Associate promotes a client-oriented approach consistent with UNDP rules and regulations.The Programme Associate supervises and leads the support staff of the cluster team. The Programme Associate works in close collaboration with the operations team, the Governance cluster and related project teams in the RSCA, CO and UNDP HQs staff for resolving complex programme-related issues and information delivery.
Duties and Responsibilities
Summary of Key Functions:- Administration and implementation of regional programme strategies, delivery of advisory services, adapts processes and procedures
- Administrative support to the Governance cluster team including regional programme and advisory services
- Support to management of the regional programme
- Support in creation of strategic partnerships and implementation of the resource mobilization strategy
- Facilitation of knowledge building and knowledge sharing
1. Ensures administration and implementation of Regional programme strategies, delivery of advisory services, adapts processes and procedures focusing on achievement of the following results:
- Presentation of thoroughly researched information for preparation of key programme documents, effective application of RBM tools and establishment of management targets (Balanced Score Card). Establishment of the mechanisms to track use of RBM tools and maintenance of RBM database;
- Presentation of information/reports for identification of areas for support and interventions;
- Consolidates and disseminates RSC publications and reports and maintains and disseminates a record of Cluster documents, reports and achievements;
- Researches and prepares thematic reports, meeting briefs, and financial data related to the cluster team for the analysis and reporting requirements of the RSC and RBA.
- Preparation of travel requests in ATLAS and other travel related documents, for the Governance Cluster and related Project staff;
- Works closely with other Programme Associates within the RSC to ensure seamless administrative support arrangements for the Governance team and other RSC staff;
- Proper control of the supporting documents for payments and other financial related transactions;
- Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Atlas;
- Timely corrective actions on un-posted vouchers, including vouchers with budget check errors, match exceptions, unapproved vouchers;
- Coordination of the information flow in within the cluster team, follow up on circulation files, documents and consolidate as required;
- Maintenance of the filing system ensuring safekeeping of important cluster team materials. Use of automated filing system for easy retrieval of documents;
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the RSC Directorate by the cluster team;
- Ensuring that all cluster team information inquiries received are responded to in a timely and satisfactory manner.
- Presentation of thoroughly researched information for formulation of regional programme, support preparation of project documents’ drafts, work plans, budgets, proposals on implementation arrangements;
- Initiation of a project, entering project data into Atlas, preparation of required budget revisions;
- Provision of guidance to the executing agencies on routine implementation of projects, tracking use of financial resources;
- Follow up on performance indicators/success criteria, targets and milestones, preparation of reports;
- Analysis of the programme status, identification of operational and financial problems, development of solutions;
- Preparation and support to audit of regional projects, implementation of audit recommendations.
- Implementation of the RSC partnerships and resources mobilization strategies, preparation of reports;
- Analysis of information on partners (incl.donors), support to the preparation of partner profiles and database, establishment of contacts with counterparts;
- Track and reporting on resources mobilized and partnerships established.
- Organization of trainings for the operations/ programme staff;
- Synthesis of lessons learnt and best practices in programme;
- Sound contributions to knowledge networks and communities of practice.
Competencies
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
Client orientation, Management and Teamwork
- Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback.
- Remains calm, in control and good humoured even under pressure
- Demonstrates openness to change and ability to manage complexities
- Consistently approaches work with energy and a positive, constructive attitude
- Demonstrates openness to change and ability to manage complexities
- Ability to work well as part of a multi-disciplinary team
- Ability to perform a variety of specialized tasks related to Results-Based Management, including support to design, planning and implementation of programme, managing data, monitoring and evaluation, results reporting
- Ability to provide inputs to business processes, re-engineering, implementation of new systems, including new IT based systems.
- Ability to establish and maintain contacts with senior-level officials with programme partners, African governments and other regional organisations required.
- Excellent interpersonal skills are essential part of the job.
- Ability to communicate effectively, both orally and in writing, is required to obtain, evaluate and interpret factual data and to prepare accurate and complete reports and other documents.
- Promotes knowledge management in UNDP and a learning environment in the programme and office through leadership and personal example
- Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills
- 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
- 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
- Analyzes general information and selects materials in support of partnership building initiatives
- Maintains databases of donor information
- Tracks and reports on mobilized resources
- Documents and tracks innovative strategies/best practices/new approaches
- Tracks bottlenecks, problems and issues, and proposes solutions
- Responds positively to new approaches
- Maintains information/databases on potential and actual donors
- Maintains database of project files
- Provides data and information needed for preparation of project documents
- Researches best practices and poses new, more effective ways of doing things
- Documents innovative strategies and new approaches
- 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
- 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
Required Skills and Experience
Education:- Secondary Education with specialized certification in Accounting and Finance. Bachelor’s/Master’s Degree or equivalent in any social science field including –but not limited to - economics, finance, business administration or related field would be an added advantage
- A least seven (7) years of progressively responsible experience in programme support in democratic governance and other related areas in a governmental, multilateral, bilateral or Civil Society Organizational-setting and within a multicultural environment at the national and/or International levels
- Experience in the usage of computers and office software packages, experience in handling of web based management systems.
- Understanding of social media utilization would be an added advantage
- Experience in the use of UNDP corporate software (ATLAS - Project Management module) would be an added advantage
- Prince2 training and certification, RMG
- Fluency in English is required and good working knowledge of other UN language would be an added advantage