Antecedentes

The overall goal of the Country Support Management Team (CSMT) is to lead and coordinate all BCPR support activities provided to Country Offices (CO) in line with the Bureau’s overall strategic goals and priorities, managing the effective interaction of BCPR Teams and Regional Bureau counterparts for more integrated country support. The CSMT works closely with the Regional Bureaux and other BCPR Teams to ensure timely, coherent, relevant and high quality support to UNDPs COs and UN Resident Coordinators before, during and after crises. The CSMT aims to provide regular analytical updates to support Early Warning. It also supports and coordinates BCPR’s crisis response capacity and takes the lead in a UNDP-wide approach to CPR capacity strengthening.
 
Under the direct supervision of the Coordinator of the Country Support Management Team (CSMT), the Programme Associate will provide programme, administrative and operational support to the Regional Teams.

Deberes y responsabilidades

Summary of Key Functions:
 
·         Provides support to the Regional Teams in the preparation, submission and follow-up of programme documentation for HQ processes
·         Manages the portfolio documentation of the Regional Teams
·         Provides administrative and operational support to the Regional Teams
·         Provides administrative backstopping to the Regional Teams
·         Facilitates effective communications and information exchange across Regional Teams and contributes to knowledge building and knowledge sharing
 
 
Provides support to the Regional Teams in the preparation, submission and follow-up of programme documentation for HQ processes, focusing on achievement of the following results:
 
·         Support to preparation of project documents, work plans, budgets and proposals, ensuring sound implementation arrangements, presentations to BPAC, etc.
·         Assistance to the Regional Teams in the implementation of the DEX Global Programme, creating and monitoring the Programme in ATLAS, including preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project
·         Assistance to the Regional Teams with the provision of technical inputs and contribution to the achievement of CSMT and BCPR strategies
·         Administrative support to the CSMT activities in the field (including HR, procurement, budget and finance, logistics and set up of new CMST activities
·         Provision of operational guidance on project design, formulation and initiation including discussion with the implementing partners in setting up the projects
·         Guidance to the executing agencies on routine implementation of projects
·         Management of the roster of CSMT consultants
·         Backstopping on programme management for team members during absences and mission travel
 
Manages the portfolio documentation of the Regional Teams, focusing on achievement of the following results:
 
·         Preparation of information for the audit of projects and support to the implementation of audit recommendations
·         Preparation and review of all financial reports for CSMT DEX Global Programme
·         Organization, updating and maintenance of all CSMT project/programme-related documents in project files (hard copy and electronic formats)
 
Provides administrative and operational support to the Regional Teams, focusing on achievement of the following results:
 
·         Assistance in liaising with other BCPR teams/units in the New York/Geneva Offices to provide support to the CPR focus country offices
·         Coordination and/or assistance in the preparation of CSMT events and activities (e.g. donor meetings, country/region specific meetings, workshops, etc.)
·         Maintenance of the internal expenditures control system, ensuring that vouchers processed are matched and completed and that transactions are correctly recorded and posted in ATLAS
·         Timely corrective actions on unliquidated Purchase Orders/unposted Payment Vouchers, including those with budget check errors, match exceptions, etc.
·         Creation of requisitions for development projects, and a register of goods receipt in ATLAS
·         Performance of budget checks for Requisitions, Purchase Orders and Payment Vouchers
 
Provides administrative backstopping to the Regional Teams, focusing on achievement of the following results:
 
·         Processing of official Regional Team Mission Travel Requests, including timely follow-up action on medical/security clearance, signatures as appropriate and ensuring preparation of the necessary documents in ATLAS
·         Monitoring of all travel-related payments for the Regional Teams, liaising appropriately with BCPR Finance/Operations staff
·         Compilation/monitoring of all Regional Team Monthly Leave Records (MLR), ensuring timely submission with appropriate signatures
·         Provision of a  full range of Personal Assistant functions to the CSMT Coordinator on a needs basis
 
Facilitates effective communications and information exchange across Regional Teams and contributes to knowledge building and knowledge sharing, focusing on achievement of the following results:
 
·         Proof-reading/editing/translation of CSMT texts as necessary for in-house dissemination and/or publication
·         Assistance in the collection and dissemination of information related to CSMT, including inputs for donor reports and responding to incoming queries and information requests from various sources
·         Participation in all relevant UNDP and external trainings
·         Drawing together synthesis reports of lessons learnt and best practices
·         Contribution to UNDP knowledge networks and communities of practice
Impact of Results
 
The key results have an impact on the efficiency of the DDR unit and critical to the successful delivery of much of the unit’s services.  Accurate analysis, data entry and presentation of information strengthen the capacity of the unit and facilitate subsequent action by other members of DDR.  Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencias

Functional Competencies:
 
PROMOTING ORGANIZATIONAL LEARNING AND KNOWLEDGE SHARING
Basic research and analysis
 
·         Identifies and communicates opportunities to promote learning and knowledge sharing
·         Develops awareness of the various internal/external learning and knowledge-sharing resources
 
JOB KNOWLEDGE/ TECHNICAL EXPERTISE
Fundamental knowledge of processes, methods and procedures
 
·         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-date through self-directed study and other means of learning
·         Demonstrates good knowledge of information technology and applies it in work assignments
 
CLIENT ORIENTATION
Maintains effective client relationships
 
·         Reports to internal and external clients in a timely and appropriate fashion
·         Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
 
PROMOTING ACCOUNTABILITY AND RESULTS-BASED MANAGEMENT
Gathering and disseminating information
 
·         Prepares timely inputs to reports
·         Maintains databases
 
 
Core Competencies:
 
Ethics & Values: Demonstrating / Safeguarding Ethics and Integrity
Is familiar with and acts in accordance with the standard of conduct for international civil servants, ethics and UN/UNDP values
 
Organizational Awareness: Demonstrate corporate knowledge and sound judgment
Understands the structure and hierarchy of UN/UNDP, process flows throughout the organization, products and services, their measures of effectiveness, and perceptions of clients
 
Developing & Empowering People/Coaching and Mentoring: Self-development, initiative-taking
Takes initiative and seeks opportunities to initiate action
 
Working in Teams: Acting as a team player and facilitating team work
Works collaboratively with team members sharing information openly and displaying cultural awareness and sensitivity
 
Communicating Information and Ideas: Facilitating and encouraging open communication in the team, communicating effectively
Uses tact and sensitivity when delivering sensitive information or resolving delicate issues
 
Self-Management & Emotional Intelligence: Creating synergies through self-control
Fosters a positive outlook and maintains focus during period of stress and heavy work load, inspiring and guiding others towards goal achievement
 
Conflict Management/Negotiating & Resolving Disagreements: Managing conflict
Remains calm, composed and patient, regardless of his/her own state of mind in the face of conflict
 
Knowledge Sharing & Continuous Learning: Learning and sharing knowledge and encourage the learning of others
Actively seeks learning opportunities, adopting best practices created by others
 
Appropriate and Transparent Decision-making: Informed and transparent decision making
Makes decisions within his/her own span of control, recognizes issues requiring more advanced judgment and refers them to the appropriate level

Habilidades y experiencia requeridas

Education:
 
Secondary Education with specialized certification in Accounting and Finance. 
 
Experience:
 
·         At least 6 years of progressively responsible administrative or programme experience at the national or international level is required
·         Experience in handling web-based management systems, especially in relation to the ATLAS project management and financial control system
·         Experience in the use of computers and office software packages (MS Word Excel, etc.) and advanced knowledge of spreadsheet and database packages
·         Knowledge of UN and UNDP systems and procedures.
 
Language Requirements:
 
  • Fluency in English, both oral and written, is required; working knowledge of other UN official language is an asset
 
Other: 
  • Short-listed candidates must pass the UN Clerical or ASAT Examination is a requirement.