UNDP Jobs - 34472- 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 :

one year

Languages Required :

English

Expected Duration of Assignment :

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 goal of the Policy and Planning Division (PPD) guides BCPR’s efforts to position UNDP as a leading global agency in the field of Crises Prevention and Recovery (CPR) by coordinating the continuous development of evidence-based UNDP CPR support policies and strategies that complement and are aligned with the global CPR agenda. PPD supports the effective fulfillment of the CPR practice leadership function of the BCPR Director by engaging with and monitoring CPR trends at inter-agency and international levels.

PPD is led by a Chief who reports to the Bureau Director and is a member of the Senior Leadership. The Policy and Planning Division is one of three BCPR Divisions that constitute the Bureau for Crisis Prevention and Recovery together with the Advisory and Programmatic Support Division (APSD) and the Strategic Resource Management Division (SRMD). PPD works closely with all the other Division Directors and teams to ensure effective collaboration and speedy quality services to all BCPR clients.

Under the direct supervision of the Chief, Policy and Planning (PPD), and together with her/his colleague, the Programme Associate will provide financial and administrative support to the Division.

Duties and Responsibilities

Summary of Key Functions:

Provides support for the formulation and implementation of PPD products
Manages the PPD portfolio documentation
Provides financial management and operational support to the Policy and Planning Division
Provides administrative and secretarial support to the Policy and Planning Division
Facilitates knowledge building and knowledge sharing

Provides support for the formulation and implementation of PPD Products, focusing on achievement of the following results:

Support to preparation of project documents, work plans, budgets and proposals, ensuring sound implementation arrangements.
Assistance to the Chief, PPD and the PPD team in the implementation of the PPD Products, 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 PPD with the provision of technical inputs and contribution to the achievement of PPD 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 PPD consultant experts and to the maintenance of the BCPR roster on behalf of RLJS
Backstopping on programme management for unit members during absences and mission travel

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

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

Creation and management of PPD 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 PPD projects
Performance of accurate budget checks for Requisitions, Purchase Orders and Payment Vouchers
Careful monitoring and accurate reporting on the status of PPD 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 Policy and Planning Division, focusing on achievement of the following results:

PPD staff directives and information from the Chief, PPD, 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 PPD staff, including research work to prepare briefing materials as applicable
Processing of official PPD 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 PPD, liaising appropriately with BCPR Finance/Operations staff
Compilation/monitoring of all PPD Monthly Leave Records (MLR), ensuring timely submission with appropriate signatures
Provision of a full range of Personal Assistant services to the PPD Chief on a needs basis, including the 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 PPD
Support to PPD 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, 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 Policy and Planning Division and success in the implementation of the Division’s annual work plan. Accurate analysis, data entry and presentation of information strengthen the capacity of the cluster and facilitate subsequent action by other members of PPD. 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 secretarial training

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

Language Requirements:

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

Other:

Passing of the UN Clerical or ASAT Examination is required