The Bureau for Policy and Programme Support (BPPS) has corporate responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan. BPPS’ staff provides technical advice to Country Offices, advocates UNDP corporate messages, represents UNDP at multi-stakeholder fora including public-private dialogues, government and civil society dialogue initiatives, South-South and Triangular cooperation initiatives, and engages in UN inter-agency coordination in specific thematic areas. BPPS works closely with UNDP’s Crisis Bureau to support emergency and crisis response. BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results-based management and performance monitoring with more effective and new ways of working. BPPS supports UNDP and partners to be more innovative, knowledge, and data driven including in its programme support efforts.
Based in UNDP’s Bureau for Policy and Programme Support, the UNDP-Global Environmental Finance Unit (UNDP – GEF Unit) helps countries achieve the simultaneous eradication of poverty and significant reduction of inequalities and exclusion by assisting Country Offices in accessing environmental finance for sustainable development. This objective is achieved through five inter-related areas of work: (i) sustainable management of ecosystem goods and services; (ii) scaling up of climate change adaptation and mitigation; (iii) sustainable, affordable and accessible energy services; (iv) sustainable management of chemicals and waste; and (v) improved water and ocean governance. These areas of work are fully aligned with the four environmental outputs of the UNDP Strategic Plan.
UNDP is an accredited implementing entity to the following environmental vertical funds: (i) the funds managed by the Global Environment Facility (GEF): the Global Environment Facility Trust Fund (GEF TF), the Nagoya Protocol Implementation Fund (NPIF), the Least Developed Countries Fund (LDCF), and the Special Climate Change Fund (SCCF); (ii) the Adaptation Fund (AF); and (iii) the Green Climate Fund (GCF). As an Implementing Agency for these funds, UNDP offers countries highly specialized technical services for eligibly assessment, programme/project formulation, due diligence, mobilization of required co-financing, project implementation oversight, results management and evaluation, performance-based payments and knowledge management.
The UNDP-GEF Unit is responsible for providing leadership, technical support, and implementation oversight to the delivery of GEF Trust Funds. The Unit is organized into a number of substantive technical teams with staff located in both HQs and UNDP's Regional Hubs in Addis Ababa, Istanbul, Panama, and Bangkok, and with a decentralized structure in terms of financial, operational, and budget managements with authority delegated to respective managers located in HQ or in the region.
Under the overall supervision of the UNDP-GEF Regional Technical Advisors (RTAs) and direct coordination and guidance of the corresponding Regional Team Leader (RTL), the Programme Associate will facilitate the effective delivery of GEF's portfolio in Europe and CIS or Arab States, by providing support and oversight throughout the development, implementation, monitoring/evaluation and closure of UNDP-GEF projects. This includes effective portfolio data management and monitoring, to maximize Country Offices’ (COs') timely compliance with UNDP and vertical fund requirements.
The Programme Associate will work in close collaboration with the Operations, Programme, and Project teams in the CO and UNDP-GEF HQs global team/staff to resolve complex programme-related issues and to ensure a consistent quality service delivery.
Summary of key functions:
- Management and support to projects under development (pipeline)
- Monitoring and support to projects (after vertical fund approval)
- Portfolio Monitoring and Support (includes projects under development and under implementation)
- Country Office Capacity Support
- Self-Development, Learning, Knowledge Management
1. Management and support to projects under development (pipeline)
- Coordinate document processing related to project development in the region (regional and country level projects) as relevant to all stages of the project cycle;
- Checking for accuracy and consistency of information against established formats;
- Updating the UNDP-GEF project data base (PIMS+):
- Tracking required information for project completion and/or processing requirements:
- Following-up on correspondence with project proponents, Country Offices (COs) and UNDP-GEF Headquarters; and
- Processing documentation for submission, including final quality check regarding accuracy and compliance with formats and guidelines.
Expected Results: Projects under Development are fully compliant with UNDP and vertical fund requirements.
2. Monitoring and support to projects (after GEF approval)
- Effective communication to COs on the processes relating to Delegation of Authority (DOA), ensure CO receives a Letter of DOA, the approved final UNDP Project Document, and any other associated/necessary documents and requested clearance (including financial and technical clearance) in a timely manner once UNDP-GEF receives an approval/endorsement from a source of fund;
- Ensures Annual Work Plans are submitted for Regional Technical Advisor’s (RTA) approval and Authorised Spending Limit (ASL) issuance;
- Assist the Regional Technical Advisors in reviewing projects' annual and multi-year work plans in a timely manner, and ensure compliance with Donor requirements in terms of budgeting and identify irregularities;
- Assist Management Programme Support Analyst in regional portfolio analysis, in particular, ensuring all data necessary for the analysis is collected from COs and consistent for any specific projects under his/her portfolio;
- Assist COs in completing budget revision processes in time for on-going projects under his/her portfolio.
Expected Results: Effective monitoring and timely support to projects after vertical funds’ endorsement ensuring all UNDP and vertical fund timelines and milestones are met.
3. Portfolio Monitoring and Support (includes projects under development and implementation)
- Ensure all project information in UNDP-GEF database (PIMS+) is correct and up to date at all time from the creation of a project in PIMS+ until the project’s operational and financial closure for projects under his/her portfolio;
- Monitor project delivery and submission of progress reports and budget revisions for the region. Identify reasons for shortfalls in delivery and alert RTAs of any projects with concerns;
- Undertake financial monitoring of the portfolio in the region and analyse individual projects’ budgets and budget revisions in close coordination with the COs and RTAs;
- Assist in all aspects of regional portfolio management, including tracking of standard project related management actions, monitoring and evaluation requirements, and progress reports (TPR/APR, PIR) including processing of required documentation. Maintains the electronic project data base fully updated and, where necessary, organizes and maintains hard-copy files of all projects and associated information and official documentation;
- Assist in the preparation, updating and dissemination of PowerPoint and other presentations and in managing dissemination of information that describes the work and achievements of UNDP-GEF via the media;
- Carry out a financial follow-up, advise Country Offices (or executing agencies in case of regional or global projects without Project Principle Resident Representatives) with regard to the deployment of the funds and the project closure, as well as, the preparation of the quarterly reports flagging to the RTA any discrepancies, need for action, or progress in disbursement;
- Maintain close contact with COs on projects in varying stages of the project cycle, tracking project development and/or implementation progress against established time-frames for project maturation and/or the attainment of implementation milestones as indicated in project annual work plans, recommending courses of action as appropriate and bringing to the RTAs’ attention all technical issues that require attention/ resolution;
- Support in the organization of meetings, seminars, and workshops by making timely conference room booking, assisting in preparing and sending invitations, following up on invitations with phone calls, assisting in preparing agenda and/or background documentation, assisting in setting up telephone conference call for video-conference meetings, and coordinating logistics with maintenance unit for publications display whenever necessary;
- Draft correspondence and assist with other administrative tasks, as required;
- Backstop other members of the Europe and CIS or Arab States Team and performs ad-hoc tasks, as required, to ensure the Team will deliver at the highest standard;
- Backstop other Programme Associates and performs ad-hoc tasks as required.
Expected Results: Effective monitoring and timely support to projects under implementation ensuring all UNDP and vertical fund timelines and milestones are met.
4. Country Office Capacity Support
- Manages information flow between COs and HQ on the regional portfolio to meet all reporting requirements;
- In coordination with RTAs, advise environmental focal points on procedural issues, approval processes, and associated time-frames related to UNDP-GEF project cycle management, according to the UNDP POPP, UNDP-GEF Programming Manual, and any other appropriate Advisory Notes and guidelines;
- Assist COs, Europe and CIS Team, or HQs on staff recruitment processes and consultant procurement processes, including the development of TORs, finalizing adverts, screening, long and short listing, organizing interviews, ensuring necessary records and documentation throughout the recruitment process, etc., as requested by RTAs;
- Work in close collaboration with the UNDP-GEF Management and Programme Support Unit and the operations, programme, and projects’ staff in COs as required for resolving complex issues related to project administration or portfolio management;
- Organize UNDP-GEF training programmes and workshops in the region as appropriate, including logistics, communications with COs, documentation requirements, and any other logistical and administrative support.
Expected Results: Country Offices are supported effectively and efficiently to ensure they meet UNDP and vertical fund timelines and milestones.
5. Self-Development, Learning, Knowledge Management
- Learn from and contribute to corporate knowledge tools including programming manual and PA training manuals;
- Organize and participate in UNDP-GEF training programmes and workshops as required. Oversee logistics, documentation, and preparation/review of budget and authorization of expenses;
- Coordinate focal area knowledge management activities. Manage dissemination of information through Power Point or similar means, resulting in public awareness of the work and achievements of UNDP-GEF;
- Undergo training in UNDP and vertical fund programme requirements;
- Focus on results for the client and responds positively to feedback.
Expected Results: The PA continually learns from and improves the effectiveness of corporate knowledge tools, training programmes, marketing and communications, and contributes to the overall UNDP-GEF knowledge management.
- Ability to make new and useful ideas work.
- Ability to persuade others to follow.
- Ability to improve performance and satisfaction.
- Ability to listen, adapt, persuade and transform.
- Ability to get things done while exercising good judgement.
- Ability to capture, develop, share and effectively use information and knowledge.
- Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals.
Monitoring and Evaluation
- Knowledge of methodologies, tools, systems and apply practical experience in planning, monitoring, evaluating and reporting.
- Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
Event, Meeting, and Workshop Facilitation
- Ability to plan and organize events.
- The ability to acquire goods, services or works from an outside external source.
- Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled.
Trust Fund Management
- Knowledge of managing trust funds including contributions, allocations, and delivery analysis.
- Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results.
- Ability to organize and retrieve data in a useful fashion.
- Ability to evaluate data and derive relevant findings.
- Secondary education with at least 7 years of relevant experience preferably with specialized certification in Business or Public Administration, Finance or related area; OR
- A Bachelor’s degree in Economics, Political, Social or Natural Sciences, or other related fields with at least 4 years of relevant experience would be desirable;
- Certification in project management would be an added advantage.
- Minimum of 4-7 years of experience in financial resources, budget, programme/project management or implementation, and/or Administrative support functions;
- Solid experience in project oversight and/or management highly desirable;
- Knowledge of tools and methodologies to follow-up on projects or project cycle management;
- Experience at the national or international level with organizations that manage grants is an advantage;
- Demonstrated interest in the environment is an asset;
- Mastery in the usage of computers and office software packages (MS Word, Excel, as a minimum, database management as a plus) and demonstrated experience in web research;
- Good knowledge of an ERP System (such as Atlas) and UNDP Procurement, Finance and Accounting structure will be considered an advantage;
- Knowledge of UNDP-GEF is an advantage;
- Good writing and editing skills, as well as, experience preparing graphic presentations is an advantage.
- Fluency in written and spoken English and Turkish;
- Proficiency in other UN languages, especially Russian, French or Arabic, is an asset.
Important applicant information
All posts in the GS categories are subject to local recruitment.
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Contract Duration: 1 Year with possibility for extension