What are the responsibilities and job description for the Programme and Administrative Associate position at UNDP?

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP : we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a 'leave no one behind' approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

UNDP provides integrated programmatic, policy and financing solutions to realise the Sustainable Development Goals (SDGs). In this context, UNDP has created a Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan. The Bureau for Policy and Programme Support (BPPS) and the Crisis Bureau (CB) are the two anchor Bureaux of the GPN.

The Bureau for Programme and Policy Support (BPPS) plays a central role in developing relevant policies and guidance to support the results of UNDP's Strategic Plan. BPPS designs and implements global projects and provides technical expertise and advisory services to countries and engage in global policy processes across a wide range of thematic and cross-cutting issues, including poverty and inequality, governance, climate change, environment, energy, sustainable finance while ensuring that human rights, gender equality, and social inclusion as central to its approach.

The Crisis Bureau (CB) spearheads UNDP's efforts to support countries on a key challenge : how to anticipate, prevent, respond to, and recover from fragility and crisis. CB addresses the risks that precipitate crises, prevent early exit from them, and perpetuate long-term dependency on humanitarian assistance. Guided by UNDP's Crisis Offer (2022), CB works within the GPN and with Regional Bureaux (RBx) and Country Offices (COs) to implement solutions across prevention, response and recovery that help break the cycle of protracted fragility and crisis.

The Governance, Rule of Law, and Peacebuilding Hub, a joint endeavour of the Crisis Bureau (CB) and the Bureau for Policy and Programme Support (BPPS), integrates work across governance, rule of law and peacebuilding (GRP) to substantially improve UNDP positioning and resource mobilisation, global advocacy; advance principled and effective solutions that support accountable, inclusive and effective governance and prevent and respond crisis , and enable peacebuilding and early recovery from crisis, whilst addressing underlying risks.

The Hub supports integrated policy and programming and thematic and operational partnerships with key stakeholders including the UN System, IFIs, donors, civil society, and the private sector. The Hub's functions involve providing leadership, advising on strategic positioning, managing global programmes, developing GRP solutions, supporting country office programming, and leading crisis response and recovery support on GRP. The Hub also focuses on knowledge management, monitoring, evaluation and learning, and resource mobilisation.

Its work is organised according to the following thematic areas : governance of public goods and services; rule of law and security; human rights; business, human rights, and peace; democratic institutions and processes; peacebuilding; local action; and open and inclusive public sphere. The issues of digital transformation, data for SDG16 , and gender equality are cross-cutting.

Job Purpose and Organizational Context

The Programme and Administrative Associate provides programme and administrative services in support of the hub's programme responsibilities, deliverables, and operations. This includes programme support in data, financial management, project / programme design, planning, implementation, reporting, and information management. The Programme and Administrative Associate promotes a client-oriented approach, in the framework of UNDP policies, rules and regulations.

In close collaboration with policy, programme, operations and project teams in the HQs. Regional Hubs, COs, the Programme and Administrative Associate identifies and helps resolve bottlenecks, clarifies and interprets procedures, and escalates complex programme and administrative issues as needed.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

1. Provide effective support in formulation, implementation, management and monitoring of the Unit's programme portfolio

Provide programme / project management support to the Unit, such as :

Manage required processes in the system in relation to the work plan and budget implementation.
Monitor expenditures, and support with preparing budget revisions in the system according to the needs of the programme.
Provide PTAEO authorizations; create requisitions; raise receipts; create, implement and submit budget and project award revisions; and project status; determination of unutilized funds, maintain the internal expenditures control system.
Track, monitor and report on the use of project resources.
Conduct budget checks for accuracy of Requisitions, Purchase Orders and Payment Vouchers.
Ensure the compliance of documentation and arrangements for project approval, implementation, general operations, and closure of projects with UNDP policies and regulations.
Generate reports and information on routine implementation of projects and programme / project status.
Review, verify and reconcile financial data and reports to ensure accuracy and conformity with UNDP financial and administrative rules and regulations.
Identify and escalate project related issues, proposing and contributing to the development of solutions.

2. Ensure general operational and administrative support to the Unit

Support the recruitment and issuing of contracts related to IPSAs.

Participation in relevant learning initiatives in order to remain knowledgeable and facilitate effectiveness and efficiency in work responsibilities.

Support the unit's hiring initiatives in liaison with respective hiring manager and General Support Services Center.

Process official Unit Mission Travel Requests, including timely follow-up action on medical / security clearance, claims, signatures as appropriate and ensuring preparation of the necessary documents in the system, collaborating with GPN's Joint Directorate Integrated Operations Team (IOT) as needed.

Monitor all travel-related payments for the Unit, liaising appropriately with BPPS IOT / and BPPS staff in the field, as required.

Provide administrative and logistical support for donor and partner meetings, country / region specific meetings, workshops, trainings, conferences, retreats and any other special events organized by Unit.

Provide inputs into the unit's administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);

3. Ensure provision of support to manage Unit's portfolio documentation

Prepare information for the audit of projects and follow-up / support to the implementation of audit recommendations.

Collect and disseminate information related to thematic area, including inputs for donor reports and provides information when requested from various sources.

Follow the established filing and archiving standards and procedures for the Bureau, organize, update and maintain all project / programme-related documents.

Scan and ensure proper digital filing of all Unit documents that must be retained in support of corporate policies.

4. Facilitate knowledge building and knowledge sharing

Organize and deliver programme related training for relevant programme and operations personnel.

Compile lessons learned and best practices.

Provide sound contributions and support to knowledge networks, communities of practice, and digital knowledge platforms.

Other :

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.

Competencies

Core

Achieve Results :

Plans and monitors own work, pays attention to details, delivers quality work by deadline.

Think Innovatively :

Open to creative ideas / known risks, is pragmatic problem solver, makes improvements.

Learn Continuously :

Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.

Adapt with Agility :

Adapts to change, constructively handles ambiguity / uncertainty, is flexible.

Act with Determination :

Shows drive and motivation, able to deliver calmly in face of adversity, confident.

Engage and Partner :

Demonstrates compassion / understanding towards others, forms positive relationships.

Enable Diversity and Inclusion :

Appreciate / respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical competencies

Business Management - Customer Satisfaction / Client Management :

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and / or solutions to fulfil and understand the real customers' needs.

Provide inputs to the development of customer service strategy.

Look for ways to add value beyond clients' immediate requests.

Ability to anticipate client's upcoming needs and concerns.

Business Management - Project Management :

Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.

Business Management - Operations Management :

Ability to effectively plan, organize and oversee the Organization's business processes in order to convert its assets into the best rules in the most efficient manner. Knowledge of relevant concepts and mechanisms.

Finance - Planning and Budgeting :

Ability to create and manage processes to achieve UNDP's long and short-term financial goals, including through planning, budgeting, forecasting, analyzing, and reporting.

Finance - Budget Management :

Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Procurement - Procure-to-Pay :

Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and / or practical situations.

Administration & Operations - Travel Desk :

Ability to process and approve Travel Requests, Travel Claims and Expense Report; knowledge of policy and procedures.

Required Skills and Experience :

Education :

Secondary education is required.

Or A first-level university degree in Business or Public Administration, Economics, Political or Social Sciences or related field will be given due consideration, but it is not a requirement.

Experience :

Minimum of 7 years (with secondary education) or 4 years (with bachelor's degree) of progressively responsible experience in administrative or programme at the national and / or international level is required.

Proficiency in IT software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling of web-based management systems is required.

Experience with ERP systems is highly desirable (i.e. Oracle Cloud, SAP, Atlas, Quantum or others).

Experience working with UNDP, UN or other international organizations is desired.

Experience in preparation or review of financial reports is desirable.

Experience in procurement processes at national / international organization is desirable.

Experience in providing administrative and logistical support for donor meetings, country / region specific meetings, workshops, trainings, conferences, retreats and any other events is desirable.

Language Requirements :

Fluency in English is required.

Working knowledge of another UN language (Arabic, Chinese, French, Russian, or Spanish) is an asset.

Note :

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer

Important information

FTA local positions in New York require applicants to have a valid G4 visa, or a Green card or be a US citizen.

Applicant information about UNDP rosters

Note : UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Scam warning

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