Programme and Administrative Associate

Job title:

Programme and Administrative Associate

Company

United Nations Development Programme

Job description

1. Provide effective support in formulation, implementation, management and monitoring of the Unit’s programme portfolioProvide 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.CompetenciesCoreAchieve 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 competenciesBusiness 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.DisclaimerFTA local positions in New York require applicants to have a valid G4 visa, or a Green card or be a US citizen.

Expected salary

Location

New York

Job date

Wed, 22 Jan 2025 06:57:12 GMT

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