UNDP Jobs - 34448- Programme Associate

Programme Associate

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

31-Dec-12 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

one year

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

The Governance and Rule of Law Group (GRoLG) in BCPR is responsible for practice development in the areas of governance and rule of law, justice and security as they relate to crisis prevention and recovery in conflict and disaster settings. The goal of GRoLG is to provide high quality technical support to UNDP Country Offices for the design, implementation, monitoring and evaluation of programme support activities relating to governance and rule of law, justice and securityIt is headed by a Coordinator reporting to the Deputy Assistant Administrator and Deputy Director.

The Programme Associate works under direct supervision of the Advisor (RoLJS) and in close collaboration with the CPRT, Operational and Administrative Support Team (OAST) and other BCPR staff as required in order to exchange information and to provide programme support services ensuring high quality, accuracy and consistency of work.

Duties and Responsibilities

Summary of Key Functions:

Provides support for the formulation and implementation of GRoLG programmes
Manages the GRoLG portfolio documentation
Provides financial management and operational support to the GRoLG unit
Provides administrative support to the GRoLG unit
Facilitates knowledge building and knowledge sharing in the area Governance and Rule of Law.

Provides support for the formulation and implementation of RoLJS programmes, focusing on achievement of the following results:

Support to preparation of project documents, financial reports, work plans, budgets and proposals, ensuring sound implementation arrangements.
Provision of technical inputs and contribution to the achievement of RoLJS and BCPR strategies
Operational guidance on project design, formulation and initiation including discussion with the implementing partners in setting up the projects
Information to the executing agencies on routine implementation of projects
Contribution to the management of roster of RoLJS consultant experts and to the maintenance of the BCPR roster on behalf of RoLJS
Backstopping on programme management for unit members during absences and mission travel

Manages the RoLJS portfolio documentation, 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 the RoLJS DEX Global Programme
Proof-reading/editing/translation of RoLJS texts as necessary for in-house dissemination and/or publication
Assistance in the collection and dissemination of information related to RoLJS, including inputs for donor reports and responding to incoming queries and information requests from various sources
Organization, updating and maintenance of all RoLJS project/programme-related documents in project files (hard copy and electronic formats)

Provides financial management and operational support to the RoLJS, focusing on achievement of the following results:

Creation and management of RoLJS projects in ATLAS including: creation of requisitions, POs and vouchers; budget revision; revision of project award and project status; determination of unutilized funds, and ensuring operational and financial closure of projects
Review of financial reports and 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 and unapproved vouchers
Creation of requisitions for development projects, and a register of goods receipt in ATLAS
Preparation of non-PO vouchers for projects
Performance of accurate budget checks for Requisitions, Purchase Orders and Payment Vouchers
Careful monitoring and accurate reporting on the status of RoLJS budget against annual work plans on a quarterly basis in line with Bureau’s work planning process
Review, verification and reconciliation of financial data and reports to ensure accuracy and conformance with UNDP financial and administrative rules and regulations

Provides administrative and secretarial support to the RoLJS, focusing on achievement of the following results:

APSD staff directives and information from the Deputy Director, APSD, conveyed to staff as appropriate and ensuring follow-up on tasks and activities as directed
Preparation of minutes of unit meetings and ensuring the tracking of follow-up actions
Coordination and assistance in the preparation of high-quality briefing materials and reports for meetings and missions for RoLJS staff
Coordination and assistance in the preparation of briefing notes, including research work to prepare briefing materials as applicable
Processing of official RoLJS 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 RoLJS unit, liaising appropriately with BCPR Finance/Operations staff
Compilation/monitoring of all RoLJS Monthly Leave Records, ensuring timely submission with appropriate signatures
Review of incoming correspondence, preparation of draft replies and review of outgoing correspondence for signature
Assistance in liaising with other BCPR teams in the New York/Geneva Offices to provide support to the CPR focus country offices
Administrative and logistical support for donor meetings, country/region specific meetings, workshops, trainings, conferences, retreats and any other special events organized by RoLJS
Support to RoLJS unit during the work planning process and regular progress review of BCPR results
Maintenance of the collaborative tools for the unit and facilitation of their use, i.e. team calendar, shared files, etc.

Facilitates knowledge building and knowledge sharing in the area of Rule of Law , focusing on achievement of the following results:

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

The key results have an impact on the efficiency of GRoLG 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 RoLJS. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Functional Competencies:

PROMOTING ORGANIZATIONAL LEARNING AND KNOWLEDGE SHARING

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:

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

CONCEPTUAL INNOVATION IN THE PROVISION OF TECHNICAL EXPERTISE

Documents and tracks innovative strategies/best practices/new approaches
Tracks bottlenecks, problems and issues, and proposes solutions

CLIENT ORIENTATION

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

PROMOTING ACCOUNTABILITY AND RESULTS-BASED MANAGEMENT

Gathers and disseminates information on best practice in accountability and results-based management systems
Prepares timely inputs to reports

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

Required Skills and Experience

Education:

Secondary education with specialized certification in Accounting and Finance.

Experience:

At least 6 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level
Demonstrated competency in using financial modules of ATLAS
Knowledge of UNDP Financial Rules and Regulations with the completion of ATLAS training
Knowledge of UNDP organizational structure and external partners for purpose of efficiently and effectively handling incoming queries and requests, and for collecting information and performing liaison functions
Knowledge of UNDP/UN regulations, rules, policies, procedures and practices
Experience in the use of computers and office software packages (MS Word, Excel, Power Point), experience in handling of web based management systems, and ability to use Internet for research
At least 6 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level

Language Requirements:

Fluency in English, both oral and written, is required; working knowledge or other UN official language (preferably French) is an asset

Other:

Passing the UN Clerical Examination or ASAT is a requirement