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Programme and Administrative Associate
United Nations Development Programme (UNDP)
G7 Associate Full-time Locallly Recruited
Job Expired 14 Dec 2022
Expired
Posted 2 months ago
Job Description
Background:
 
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.
 
UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at HQ, Regional and Country Office levels, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the 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 newly established UNDP Sustainable Energy Hub (hereafter, the ‘Energy Hub’) will be the arrowhead of UNDP’s commitment to an ‘Energy Promise’ that aims to close the gap on delivering SDG7 as a pathway to meeting the 2030 Sustainable Development Goals (SDGs) and Paris Climate Change Agreement. The Energy Hub will build on UNDP’s existing Energy Portfolio, covering over 100 countries to harness clean energy and support the energy transition as well as on UNDP’s Climate Promise, UNDP’s Sustainable Finance Hub, and UNDP’s Digital offer.

The Energy Hub will develop and operationalize, policies, programmes, and partnerships to support UNDP Energy Promise, a commitment to help increasing access to clean and affordable energy for 500 million people; and accelerating and supporting the transition to renewable energy through ‘systems changes’ that support more inclusive and green economies, particularly in countries with low levels of renewable energy generation or poor energy efficiency improvement rates. Recognizing that change will be disruptive, UNDP will work to ensure that such transitions are just, and that their impact on vulnerable people is understood and duly mitigated.

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Position Purpose:

The Programme and Administrative Associate will directly report to the Director of the Energy Hub. S/he will work collaboratively with a number of key staff across Bureaus and Units to support the Energy Hub’s initiatives as described in the duties and responsibilities of this assignment.

 
Duties and Responsibilities:
 

Support for the formulation, implementation, management, and monitoring of the Unit’s programme portfolio. In accordance with UNDP’s Financial Rules and Regulations:

  • Creates and manages projects in ATLAS;
  • Provides COA authorizations; creating requisitions; creating purchase orders; raising receipts; implementing budget and project award revisions; and project status; determination of unutilized funds, maintaining the internal expenditures control system
  • Tracks, monitors and reports on the use of project resources;
  • Supports the Operations focal point in verifying supporting documentation for requisitions, purchase orders, vouchers to ensure accuracy and conformity with UNDP financial and administrative rules and regulations and liaising with Country Offices to avoid any duplication of payments.
  • Manages and updates the Energy Hub budget, and conducts  budget checks for accuracy of Requisitions, Purchase Orders and Payment Vouchers;
  • Ensures the compliance of arrangements for project approval, implementation, general operations, and closure of projects with UNDP policies and regulations.
  • Generates reports and information on the routine implementation of projects and programme status;
  • Reviews, verifies and reconciles financial data and reports to ensure accuracy and conformity with UNDP financial and administrative rules and regulations;
  • Identifies and escalates project related issues, proposing and contributing to the development of solutions
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General operational and administrative support to the Unit. In accordance with UNDP’s Financial Rules and Regulations:

  • Coordinates administrative support for all deployments, including preparation and/or renewal of contracts, travel, medical clearances and payments for consultants, interns, and UNDP staff;
  • Supports the Energy Hub to build a Roster of Energy Experts, working closely with the Capacity Mapping team in BPPS.
  • Provides administrative and logistical support for all country/region-specific workshops, and any  other special events organized by the Rapid Response and Preparedness Team;
  • Processes 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 ATLAS;
  • Monitors all travel-related payments for the Unit, as required;
  • Acts as asset management and inventory focal point, including management of stationary orders;
  • Backstops procurement processes, including preparation of CAP and ACP submissions;
  • Backstops Directorate including Director’s schedule management.

Manages the Unit’s portfolio documentation:

  • Prepares information for the audit of projects and follow-up/support to the implementation of audit recommendations;
  • Collects and disseminates financial information related to thematic area, including inputs for donor reports and provides information when requested from various sources;
  • Following the established filing and archiving standards and procedures for the Bureau, organizes, updates and maintains all project/programme-related documents;
  • Scans and ensures proper digital filing of all Unit documents that must be retained in support of corporate policies
  • Undertake any other financial or administrative duty related as required by the RRPT Team Leader

Promotes knowledge building and knowledge sharing in the relevant area:

  • Prepares reports synthesizing lessons learnt and good practices;
  • Contributes to and administers events pertaining to UNDP knowledge networks; and
  • Supports the development of training, learning materials and activities by developing substantive component
Competencies
 

Core Competencies CoreBehaviouralCompetencies.pdf (undp.org)         

Achieve Results:

  • Level 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

  • Level 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously

  • Level 1: Open-minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility

  • Level 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination               

  • Level 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

  • Level 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion

  • Level 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical Competencies

Business Direction and Strategy:

  • Business Acumen: Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome. Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks

Business Management

  • Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide
  • Operations Management: Ability to effectively plan, organize, and oversee the Organization’s business

Finance

  • Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets
  • Finance business partnering: Able to support business units and add value by innovating and providing solutions to financial issues/queries, including through FAQs, financial tools, advisory, etc. Influences and appropriately challenges non-finance colleagues for whom the service is being provided. Understands the operations, opportunities and challenges of the organization. Holds a commercial outlook, demonstrating accountability towards organizational goals.

Procurement

  • Procurement Management: The ability to acquire goods, services or works from an outside external source
 
Required Skills and Experience
 
Education:
  • Secondary Education or
  • University Degree (Bachelor’s or equivalent) in Business or Public Administration, Economics, Political or Social Sciences would be desirable, but it is not a requirement.
Experience:
  • Minimum 7 years with Secondary Education or 4 years with a Bachelor´s Degree of progressively responsible administrative or programme experience is required at the national and/or international level. Candidates in possession of a relevant first-level university degree require only 4 years of relevant work experience.
  • Experience with the UN system is an advantage;
  • Proficiency in IT software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling web-based management systems is required
  • Passing the UN Clerical GGST or formerly known as ASAT Examination is a requirement
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
 
Disclaimer
 
 
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 
 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
 
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.
 
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