Background

Under the guidance and supervision of the Programme Specialist – Crisis Prevention, the Programme Assistant provides programme support services to the Democratic Governance Unit performing a variety of standard administrative/logistics services ensuring high quality and accuracy of work.   The Programme Assistant promotes a client-oriented approach consistent with UNDP rules and regulations.

The Programme Assistant works in close collaboration with the Operations, Programme and projects staff in the Country Office (CO) and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of key functions

• Ensures implementation of operational strategies;
• Ensures efficient administrative support;
• Ensures proper common services;
• Supports knowledge building and knowledge sharing in the CO;
• Provides support to proper supply and assets management.

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
• Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
• Preparation of administrative team results-oriented workplan.

Ensures efficient administrative support, focusing on achievement of the following results:

• Coordination of travel arrangements. Prepares travel requests, Coordinates with travel unit for travel authorizations, ticket bookings and visa;  
• Support the organization of workshops: Transportation services, booking of conference room, compile of documents, arrangements of equipment;
• Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters;
• Verifying vehicle daily log and gas consumption, update and maintenance of vehicle history report, coordinate vehicle maintenance and insurance;
• Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
• Raises requisitions as required, and register as general user role in Atlas.
• Supervision of unit drivers.

Ensures proper common services focusing on achievement of the following result:

• Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform.

Supports knowledge building and knowledge sharing in the CO, focusing on achievement of   the following results:

• Organization of trainings for the operations/ projects staff in the unit;
• Synthesis of lessons learnt and best practices in programme;
• Sound contributions to knowledge networks and communities of practice Training of staff on the administrative procedures;
• Networks and communities of practice training of staff on the administrative procedures. Briefing/debriefing of staff member on issues relating to area of work.

Provides support to proper supply and assets management, focusing on achievement of the following result:

• Coordination of assets management in the unit, timely preparation and submission of periodic inventory reports;
• Coordination of the provision of reliable and quality office supplies.

Impact of Results

Effective, efficient and timely administrative and logistic support to the Programme unit have an impact on the quality and implementation of the UNDP programme. A client oriented and efficient approach impact on the image of UNDP in the country.  Incumbent’s own initiative is decisive in result of work and timely finalization.

Competencies

Corporate Competencies:

• Demonstrates  integrity by modeling the UN’s values and ethical standards;
• Promotes the vision, mission and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

• Building Strategic Partnerships;
• Analyzes general information and selects materials in support of partnership building initiatives;
• Promoting Organizational Learning and Knowledge Sharing;
• Researches best practices and poses new, more effective ways of doing things;
• Documents innovative strategies and new approaches.

Job Knowledge/Technical Expertise

• 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;
• Strives to keep job knowledge up-to-dates through self-directed study and other means of learning;
• Demonstrates good knowledge of information technology and applies it in work assignments.

Client Orientation

• 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.

Required Skills and Experience

Education:

• Secondary education;
• Certification in administration and University Degree in Business or Public Administration are desirable

Experience:

• 5 years of relevant experience in administration 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.);
• Experience in Atlas is an added advantages.

Language Requirements:

• Fluency in English and the national language of the duty station.