Background

Under the direct supervisor of the DRR (P), the Programme Assistant provides programme support services ensuring high quality, accuracy and consistency of work.

The incumbent is entrusted with the day to day support of the DRR (P) as well as the management of her agenda.  S/he will endeavor to maintain a close liaison with other programme team members particularly the Portfolio Managers to ensure to ensure the coherence of programme work and activities.

The Programme Assistant is also entrusted with the maintenance of records of all signed agreements on cost-sharing, trust funds, and other relevant documentation. S/he acts as Secretary to Programme meetings and, when required to the Senior Management Team meetings.

The Programme Assistant works in close collaboration with the operations, programme and project staff in the CO and UNDP HQ as required to exchange information and support programme delivery.

The Programme Assistant will backstop colleagues in the Programme Unit during temporary absences or according to exigencies of service.

Duties and Responsibilities

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

• Collection, analysis and presentation of information for identification of areas for support and programme formulation/ implementation;
• Coordinates interaction between portfolio managers and the DRR as well as supports and coordinates other senior management events.

Provides effective support to management of the CO programme focusing on the achievement of the following results:

• Support of the DRR (P) on day to day activities as well as the management of her agenda.  S/he will endeavor to maintain a close liaison with other programme team members particularly the Portfolio Managers to ensure to ensure the coherence of programme work and activities;
• Performs as Secretariat to Programme meetings and, when required to the Senior Management Team meetings and documents action points for follow up work;
• Creation of projects in Atlas, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project;
•  Presentation of information for audit of NEX projects.

Provides administrative support to the Programme Unit focusing on achievement of  the following  results:

• Preparation of non-PO vouchers for development projects;
• Maintenance of the internal expenditures control system including 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.

Supports resource mobilization focusing on achievement of the following results:

• Review of contributions agreement, managing contributions in Atlas;
• Prepares reports on resource mobilization targets as requested;
• Maintenance of records of all signed agreements on cost-sharing, trust funds, etc.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects staff on programme;
• Contributions to knowledge networks and communities of practice.

Competencies

Functional Competencies:    

Support the preparation of information for advocacy

• Identifies relevant information for advocacy for a variety of audiences.

Results-Based Programme Development and Management:
Contributing to results through provision of information

• Provides information and documentation on specific stages of projects/programme implementation.

Building Strategic Partnerships:
Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives

Innovation and Marketing New Approaches:
Implementing processes and uses products

• Documents and tracks innovative strategies/best practices/new approaches.

Resource Mobilization (Field Duty Stations):
Providing information for resource mobilization strategies

• 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:
Basic research and analysis

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

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;
• Demonstrates good knowledge of information technology and applies it in work assignments.

Global Leadership and Advocacy for UNDP’s Goals:
Research and analysis

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

Client Orientation:
Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion;
• 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;
• 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

Education:

• 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.

Experience:

• 5 years of relevant 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 knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language:

• English Proficiency and good command of national language; and
• Second UN language an asset.