Background

This is a Re-Advertisment. Candidates who had applied earlier, need not re-apply

Purpose: Ensures effective delivery of CO programme focused on programme operations support, including administrative requirements for portfolio management and programme-wide planning, consistent with UNDP rules and regulations.

Reporting structure and partners: Reports to Programme Manager, Systems Strengthening. Works in close collaboration with the entire Country Office team, State Offices, Regional Centre, UNDP HQ and the Global Shared Services Unit (GSSU), and project staff to resolve programme related issues and exchange of information.

[Note: Certain below listed functions are subject to further change in line with the corporate decision to off-shore CO transactions to global hubs

Duties and Responsibilities

  1. Supports formulation of programme and operational strategies and implementation of the Country Programme through:

Collection, analysis and presentation of background information for preparation of CCA, UNDAF, CPD, effective application of RBM tools and establishment of management targets;
Presentation of background information for formulation of country programme, draft project documents, work plans, budgets, proposals on implementation arrangements;
Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.

  1. Provides effective support to management of the CO programme through:

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 closure of projects;
Provision of guidance to the executing agencies on routine implementation of projects;
Responsible for planning, preparing and monitoring the implementation of HACT desk reviews and micro assessments as well as the HACT assurance plan for all projects in the programme portfolio;
Presentation of information for audit of DIM and NIM projects, support to implementation of audit recommendations.

  1. Provides administrative support to the Programme Unit through:

Review of NIM projects Financial Reports;
Submitting requests for creation and approval of PO and non-PO vouchers as well as vendor creation with supporting documentation to GSSU. Timely corrective actions on payment vouchers if/as requested by GSSU;
Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas for development projects;
Combined Delivery Report (CDR) finalized and signed;
Draft correspondence relating to Unit. Maintains policy, confidentiality and general management files;
Organization of workshops, conferences, retreats;
Coordination of all arrangements for travel and logistics of Unit;
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports, as required.

  1. Provides support for effective administrative and financial control in the office, through:

Maintenance of administrative control records such as commitments and expenditures;
Confirmation of availability of funds prior to review by supervisor;
Proper control of supporting documents of funds and activities;
Provision of the information for the audit.

  1. Supports resource mobilization through:

Analysis of information on donors, preparation of donor profiles;
Track and report on mobilized resources. Review of contributions agreement, managing contributions in Atlas.

  1. Supports facilitation of knowledge building and knowledge sharing in the CO through:

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

Competencies and Selection Criteria Description of Competency at Level Required(For more comprehensive descriptions please see the competency inventory)
Core 
InnovationAbility to make new and useful ideas workLevel 3: Adapts deliverables to meet client needs
LeadershipAbility to persuade others to followLevel 3: Proactively seeks and recognizes contributions of others
People ManagementAbility to improve performance and satisfactionLevel 3: Appropriately involves team in different stages of work and decision-making
CommunicationAbility to listen, adapt, persuade and transformLevel 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation
DeliveryAbility to get things doneLevel 3: Takes responsibility for addressing critical situations and delivering core value
 Technical/Functional 
Primary 
Operational EfficiencyAbility to identify and execute opportunities to improve operational efficiencyLevel 3: Implement & Manage
Quality AssuranceAbility to perform administrative and procedural activities to insure that quality requirements and goals are fulfilledLevel 3: Implement & Manage
Office AdministrationAbility to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needsLevel 3: Implement & Manage
 Secondary 
Knowledge ManagementAbility to efficiently handle and share information and knowledgeLevel 3: Implement & Manage
Team BuildingAbility to work effectively with diverse groups of professionals towards common goalsLevel 3: Implement & Manage

Required Skills and Experience

Education:

Secondary Education preferably with specialized certification in Accounting and Finance or Administration.

University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable.

Experience:

6 years (or 3 years with Bachelor’s degree) 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 Requirements:

Fluency in English and working language of the duty station.
Disclaimer
Important applicant information

All posts in the GS categories are subject to local recruitment.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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