Background
Under the overall guidance and direct supervision the Team Leader of Energy and Environment Team, the Programme Associate provides technical and administrative support to Programme Managers in the Energy and Environment Team focusing on Natural Resources Management and Climate Change Adaptation programmes, and supports effective delivery of programmes by providing implementation support services consistent with UNDP rules and regulations.
The Programme Associate works in close collaboration with the operations, programme and project staff in the CO and UNDP HQs as required for resolving complex finance-related issues and exchange of information.
Duties and Responsibilities
Summary of Key Functions:
q Support to formulation of programme strategies and implementation of the Country Programme Action Plan
q Support to management of the CO programme in assigned areas
q Administrative support to the Energy and Environment Team
q Support to resource mobilization
q Facilitation of knowledge building and knowledge sharing
1. Supports formulation of programme strategies and implementation of the Country Programme Action Plan focusing on achievement of the following results:
q Collection, analysis and presentation of related information for preparation of CCA, UNDAF, CPD, CPAP, effective application of RBM tools and establishment of management targets (BSC).
q Assist in preparation of programme strategies on areas of Natural Resources Management and Climate Change Adaptation, and implementation and monitoring of the Team Work Plan.
q Presentation of background information for formulation of related programmes, draft project documents, budgets planning and proposals on implementation arrangements.
2. Provides effective support to management of CO programmes focusing on the achievement of the following results:
q Creation of projects in Atlas, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project.
q Support to the Programme Managers and consultants in the preparation of and implementation of programmes/projects
q Assist in the operational and financial management of energy and environment projects and ensure that all necessary documentation and financial procedures are properly implemented.
q Upon confirmation of availability of funds, assistance of preparation of project documents, work plans and budgets.
q Maintenance of regular contact and coordination with executing agencies and provide guidance on routine implementation of projects.
q Presentation of information for audit of NEX projects, supports implementation of audit recommendations.
q Maintenance and updating the CO partners database and donor profiles and briefing notes on key partners including government counterparts and donors
3. Provides administrative support to the Energy and Environment Team focusing on achievement of the following results:
q Review of NEX projects Financial Reports; preparation of non-PO vouchers for development projects.
q Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed transactions are correctly recorded and posted in Atlas.
q Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
q Creation of requisitions in Atlas for development projects, registers of goods receipt in Atlas.
q Making budget check for requisitions, POs and vouchers.
q Organization of project formulation and implementation missions; travel authorization, travel details, mission itineraries and verification of budget availability
q Provide logistics support for missions, events and project related workshops
4. Supports resource mobilizationfocusing on achievement of the following results:
q Analysis of information on donors, preparation of donor’s profile.
q Track and reporting on mobilized resources. Review of contributions agreement, managing contributions in Atlas.
q Support outreaching activities to donors, government, private sectors, NGOs and UN agencies in particular to promote partnerships and mobilization of third-party and government cost sharing
q Participate in negotiation and resource mobilization efforts
5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
q Support the organization of trainings for the operations/projects staff on energy and environment related topics.
q Synthesis of lessons learnt and best practices in programme.
q Sound contributions to management knowledge networks and communities of practice.
Competencies
Corporate Competencies:
q Demonstrates commitment to UNDP’s mission, vision and values.
q Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies:
Knowledge Management and Learning
q Shares knowledge and experience
q Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
q Ability to perform a variety of specialized tasks related to Results Management, including support to design, planning and implementation of programme, managing data, reporting.
q Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems
Leadership and Self-Management
q Focuses on result for the client and responds positively to feedback
q Consistently approaches work with energy and a positive, constructive attitude
q Remains calm, in control and good humored even under pressure
q Demonstrates openness to change and ability to manage complexities
Required Skills and Experience
Education:Secondary Education preferably with specialized certification in Accounting or Finance or Environment and Energy. University Degree or equivalent in environment and energy, Business or Public Administration or related field desirable.
Experience:
6 years of progressively responsible administrative or programme experience is required at the national or international level. Good understanding of energy and environment situation and challenges in China is an asset. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.