UNDP Jobs - 53398- Programme Assistant (DGCDU)

Programme Assistant (DGCDU)

Location :

Addis Ababa, ETHIOPIA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

10-Feb-15 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

12 months with a possibility of extension

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

Ethiopia is in a process of institutional transformation. The development of the capacity and credibility of its democratic institutions as well as ensuring citizen confidence are important elements to the stability of the country and its economic and social development. Ethiopia is facing governance challenges and UNDP -- as the UN agency with the mandate to strengthen governance -- must now position itself as the lead player in governance in the country. UNDP’s Governance and Capacity Development Unit provides key substantive inputs to discussions with senior government officials and members of the Development Partners Group (DAG) in the spirit of harmonization in policy dialogue related to deepening democracy, strengthening systems of transparency and accountability, human rights, strategic leadership development, conflict prevention and human security as well as local governance and public service delivery. Policy dialogue is guided by international norms and standards. The Governance and Capacity Development Unit also facilitate UNDP’s broader advocacy and capacity building efforts in relation to civil society engagement, access to justice and other key governance areas within the framework of the UN.

Under the overall guidance of the team leader and direct supervision of designated supervisor, the Programme Assistant provides programme support services ensuring high quality, accuracy and consistency of work.

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.

This position is a project post.

Duties and Responsibilities

Summary of Key Functions:

Support to formulation and follow-up of implementation of the governance projects focusing on achievement of results
Provides effective support to the Unit through closely following and supporting the management and quality assurance of activities by proper accounting and documentation of expenses
Provides administrative support to the unit
Supports resource mobilization efforts
Ensures facilitation of knowledge building and knowledge sharing with all stakeholders

Key Results Expected:

1. Support to formulation and follow-up of implementation of the projects under the governance portfolio focusing on achievement of results:

Support formulation of project activities and follow up its implementation;
Drafting programme briefs, work plans, budgets, proposals on implementation arrangements;
Provision of support to the Unit and relevant implementing partners on routine implementation of projects.

2. Provides effective support to the Unit through closely following and supporting the management and quality assurance of activities by proper accounting and documentation of expenses:

Follow up expenditure compliance to standard principles and mostly the Programme Implementation Manual (PIM);
Preparation of required budget revision, update project status and assists in identification of unutilized funds;
Presentation of information for NEX audit - supports implementation of audit recommendation;
Compile and draft regular reports on programme delivery and resource allocation to facilitate the M&E coordination;
Prepare monthly delivery updates and fund transfer and advance liquidation.

3. Provides administrative support to the Unit, focusing on achievement of the following results:

Review of physical and financial reports coming from different stakeholders and advise on the way forward;
Maintenance of the internal expenditures control system that ensures vouchers processed are matched and completed; transactions are correctly recorded and reported to UNDP country office;
Drafting correspondences, liaising with stakeholders and full office management for smoother implementation of tasks;
Handling administrative aspects of offshore travel bookings and related tasks, verification of direct payment requests against the annual work plan and the budget, and assure timely settlements;
Prepare fund requests/reports to the Country Office (CO) and drafting transfer notifications.

4. Supports resource mobilization, focusing on achievement of the following results:

Support in the analysis of information on donors working on the governance sector and support in the preparation of donor’s profile;
Assist in the preparation of donor reports, tracking available resources and reporting to team leader or programme manager for possible new resources mobilization.

5. Ensures facilitation of knowledge building and knowledge sharing with all stakeholders, focusing on achievement of the following results

Support in the synthesis of lessons learnt and best practices of the projects under portfolio;
Contribute to documentation of knowledge products;
Contribute to promotion and up scaling of best practices.

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:

Knowledge Management and Learning

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

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

Required Skills and Experience

Education:

B.A/B.Sc. Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences.

Experience:

Minimum four years of relevant programme or administrative experience with BA degree or MA/MSC degree in a relevant field with two years of experience. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language requirement:

Fluency in English and national language of the duty station.