Background

Under the overall guidance of the Environment and Climate Change Programme Manager and direct supervisor of designated supervisor if applicable, the Programme Associate ensures effective delivery of the CO programme by entering and managing data and supporting programme implementation consistent with UNDP rules and regulations. 

The Programme Associate can supervise clerical and support staff of the Programme Unit. The Programme Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs as required for resolving complex finance-related issues and exchange of information. 

Duties and Responsibilities

Supports formulation of programme strategies and implementation of the Country Programme Action Plan focusing on achievement of the following results

• Collection, analysis and presentation of background information for preparation of CCA, UNDAF, CPD, CPAP, effective application of RBM tools and establishment of management targets (BSC) 
• Presentation of background information for formulation of country programme, draft project documents, work plans, budgets, proposals on implementation arrangement

Provides effective support tomanagement of the CO programme focusing on the achievement of the following results 

• Creation of a project in Atlas, preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project.
• Provision of guidance to the executing agencies on routine implementation of projects.
• Presentation of information for audit of NEX projects, supports implementation of audit recommendations.

Providesadministrative support to the Programme Unit  focusing on achievement of the following results

• Review of NEX projects Financial Reports; preparation of non-PO vouchers for development projects. 
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas. 
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. 
• Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas.  
• Making budget check for requisitions, POs and vouchers. 

Preparation of vouchers and requisitions for development projects can be performed either by Programme Associates or by Programme Assistants depending on the set up of the office. Voucher creation functions in the offices with Service Centres or Project offices, can be performed either by Service Administrators of service Centres or Finance Assistants of Project offices. 

Supports resource mobilization focusing on achievement of the following results

• Analysis of information on donors, preparation of donor’s profile.
• Track and reporting on mobilized resources. Review of contributions agreement, managing contributions in Atlas.

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results 

• Organization of trainings for the operations/ projects staff on programme. 
• Synthesis of lessons learnt and best practices in programme. 
• Sound contributions to knowledge networks and communities of practice.

Competencies

Functional Competencies

• Advocacy/Advancing A Policy-Oriented Agenda
• Identifies relevant information for advocacy for a variety of audiences

Results-Based Programme Development and Management

• Provides information and documentation on specific stages of projects/programme implementation
• Provides background information to identify opportunities for project development and helps drafting proposals

Building Strategic Partnerships  

• Analyzes general information and selects materials in support of partnership building initiatives
• Maintains databases of donor information
• Tracks and reports on mobilized resources

Innovation and Marketing New Approaches

• Documents and tracks innovative strategies/best practices/new approaches
• Responds positively to new approaches 

Resource Mobilization (Field Duty Stations)

• Maintains information/databases on potential and actual donors
• Maintains database of project files 
• Provides data and information needed for preparation of project documents 

Promoting Organizational Learning and Knowledge Sharing

• Researches best practices and poses new, more effective ways of doing things 

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 
• Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments

Global Leadership and Advocacy for UNDP’s Goals 

• Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences  

Client Orientation 

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines 
• Responds to client needs promptly

Core Competencies

• Demonstrating/safeguarding ethics and integrity
• Demonstrate corporate knowledge and sound judgment  
• Self-development, initiative-taking  
• Acting as a team player and facilitating team work  
• Facilitating and encouraging open communication in the team, communicating effectively 
• Creating synergies through self-control  
• Managing conflict 
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.  
• Informed and transparent decision making  

Prince2 training and certification, RMG

Required Skills and Experience

• Secondary Education, preferably with specialized certification in Accounting and Finance.
• University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.

• 6 years of progressively responsible administrative or programme experience is required at the national or international level.
• 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.

• Fluency in English and Samoan both written and spoken.