Programme Administrative Associate


Location : New York, UNITED STATES OF AMERICA
Application Deadline :26-Jun-22 (Midnight New York, USA)
Additional Category :Management
Type of Contract :NPSA (Regular)
Post Level :NPSA-6
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-Jul-2022
Duration of Initial Contract :7 months
Expected Duration of Assignment :July 2022 - Jan 2023

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

Since its establishment in 2004, the Joint UNDP-DPPA Programme on Building National Capacities for Conflict Prevention has been engaged in supporting national stakeholders and bridging the gap between political engagement and development assistance in pursuit of sustainable peace. In 2019, the Joint Programme started a new phase (programme document 2019-2023) of its engagement that seeks to further support the Member States to deepen their capacities and strengthen their systems and processes for conflict prevention.

At the centre of the Joint Programme’s efforts to achieve these goals is a cadre of over 110 international and national experts known as Peace and Development Advisors (hereafter PDAs). Based in 70 countries, PDAs are at the forefront of UN efforts to empower national stakeholders and strengthen mechanisms and capacities for inclusive dialogue, social cohesion, reconciliation, and national peace architectures. The range of countries to which PDAs are deployed varies considerably, some are deployed to countries emerging from conflict, others where violence is escalating, and others to countries where there is no violent conflict but underlying structural causes of conflict are present. PDAs are also deployed in countries where political and developmental challenges exist around issues related to elections and constitutional processes, exclusion and inequality, environment, climate change, and natural resource management.

The Joint Programme is leading diverse initiatives to strengthen knowledge exchange and learning in the area of conflict prevention and sustaining peace, to better communicate results and impact with external and internal audiences, and to facilitate structured exchanges amongst a growing community of peace and development practitioners. Some of these initiatives include online platforms such as the peace infrastructures portal and PDA MS Teams space, online and in-person learning events such as the PDA induction programme, PDA regional and global retreats, and thematic webinars. In this context, specific expertise to support efforts for communication and outreach, information-sharing, as well as planning and coordination of diverse initiatives including online/in-person events. Given the breadth of engagement of the Joint Programme, it is also imperative to ensure that information sharing and efforts of documentation within the team are properly maintained which includes ensuring tracking systems are in place and properly updated. 


Duties and Responsibilities

1) Provides programme/project management support, such as:

  • Creating and managing the project in ATLAS;
  • Providing COA authorizations; creating requisitions; raising receipts; implementing budget and project award revisions; and project status; determination of unutilized funds, maintaining the internal expenditures control system;
  • Tracking, monitoring, and reporting on the use of project resources;
  • Conducting budget checks for accuracy of Requisitions, Purchase Orders, and Payment Vouchers.

2) Monitors project delivery, income, and expenditures and prepares financial reports for the project donors; advises Programme redeployment of funds and project closure and prepares quarterly project delivery and operational reports, generates reports and information on the routine implementation of projects and programme/project status; Reviews, verifies and reconciles financial data and reports to ensure accuracy and conformity with UNDP financial and administrative rules and regulations;

3) Prepare financial Authorizations and provide guidance to Peace and Development Advisors, UNDP Country Offices and Resident Coordinator Offices receiving financial authorizations from the programme and undertakes any problem solving with the support of the CB operations as needed;

4) Support the procurement processes of the programme, including the hiring of consultants, organizing events and workshops; and designing and printing publications; · Processes official Unit Mission Travel Requests, including timely follow-up action with CB as needed, Monitors all travel-related payments for the Unit, liaising appropriately with CB operations and staff in the field, as required;

5) Following the established filing and archiving standards and procedures for the Bureau and the Joint Programme, organizes, updates and maintains all project/programme-related documents; and Scans and ensures proper digital filing of all programme documents that must be retained in support of corporate policies; and

6) Provides administrative and logistical support for donor meetings, country/region specific meetings, workshops, training, conferences, retreats, and any other special events organized by the Unit and assists the Joint Programme team with any additional responsibilities as required.


Competencies

 

Core Competencies

  • Achieve Results: LEVEL 1-  Plans and monitors own work, pays attention to details, delivers quality work by deadline.
  • Think Innovatively: LEVEL 1- Open to creative ideas/known risks, is pragmatic problem solver, makes improvements. 
  • Learn Continuously: LEVEL 1- Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
  • Adapt with Agility:   LEVEL 1-  Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
  • Act with Determination: LEVEL 1-  Shows drive and motivation, able to deliver calmly in face of adversity, confident.
  • Engage and Partner: LEVEL 1- Demonstrates compassion/understanding towards others, forms positive relationships.
  • Enable Diversity and Inclusion:  LEVEL 1- Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical competencies

Administration & Operations

  • Travel policy and procedures: Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters.
  • UN travel documents: Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement.

Finance

  • Accounting (General): Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.
  • Anti-fraud and anti-bribery and corruption: Anti-bribery and corruption: Understands the policy and best practice relating to anti-bribery and corruption controls and ensures these are implemented and widely understood within the organization. Anti-fraud: Understands the fraud risks faced by public bodies and is able to effectively analyse data to support fraud identification and fraud risk management; understands the fraud risks faced by public bodies and is able to conduct fraud risk assessment and response plan.

Procurement

  • Contract management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
  • Data Management: Knowledge of processing, storing, and validating procurement data.
  • Procure-to-Pay: Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations.


Required Skills and Experience

 

Min. Academic Education: 

  • Holding a high-school diploma is required.

Min. years of relevant Work experience:

  • For applicants holding only a high-school diploma, six (6) years of professional experience in fields relevant to finance and or administration is a requirement.
  • For applicants holding a bachelor’s degree diploma,  three (3) years of professional experience in fields relevant to finance and or administration is a requirement.

Required Skills:

  • Proficiency in IT software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheets and database packages.
  • Experience in handling web-based management systems.

Desired skills and competencies:

  • Demonstrated client-facing and/or coordination roles;
  • Experience with UN and UNDP operations, rules, and regulations on finance, administration, and procurement processes is an asset;
  • Familiarity with knowledge of Atlas systems or any UN ERP System that handles travel functions and procedures;
  • Knowledge of travel/ administration/procurement/HR rules and regulations for international development organizations is highly desirable;
  • Demonstrated client-facing and/or coordination roles is an asset.

Required Language(s) (at working level):

  • Fluency in English both oral and written is required; working knowledge of other UN official language is an asset.

 

Application Process:

Please note that the UNDP jobsite system allows only one uploading of application document, so please make sure that you merge all your documents (P11 (highly desirable)/ CV/ Resume, Cover Letter etc. into a single file before uploading).

  • In your application, please state in one paragraph why you would like to be considered for the position and your primary motivation to apply for this role.
  • Please note that you will need to answer the mandatory questions  (under Additional Questions section), which is a part of the  application process, in addition to your cover letter.
  • Applications should include the application form and latest resume.  Applicants are welcome to submit any additional work samples or portfolios in one single file, preferably PDF.
  • Interested candidates can apply at any time indicating the timeframe. However, only those candidates selected for interviews / further assessment by hiring managers will be contacted.

Disclaimer

Important applicant information

All posts in the NPSA categories are subject to local recruitment. 

Externally advertised NPSA positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

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