Programme / Administrative Associate

  • Added Date: Wednesday, 12 August 2020
  • Deadline Date: Saturday, 22 August 2020
  • In UNDP: Crisis Bureau - Crisis and Fragility Policy and Engagement Team;ย 
  • In DPPA: Policy and Mediation Division
  • In DPO: Division of Policy, Evaluation and Training
  • In DCO: Policy and Programming Branch
  • Contributes to managing resources and utilizing budget applying guidelines through rigorous monitoring tools;
  • Regularly analyzes status of project resources, recognizing trends and identifying issues against annual workplans;
  • Initiates and prepares annual project budget; budget revisions; and project delivery status; determines the balance of project funds maintaining the internal expenditures control system;
  • Drafts formal authorization letters for financial commitments, creates requisitions and receipts;ย 
  • Develops, coordinates and monitors Agency to Agency Agreements ensuring the timely reporting and closing of such agreements.ย 
  • Supports donor reporting on the use of project resources;
  • Conducts budget checks for accuracy of Requisitions, Purchase Orders and Payment Vouchers;
  • Implements corporate cost recovery and direct project costing policies;ย 
  • Generates reports and information on routine implementation of projects and programme/project status; Reviews, verifies and reconciles financial data and reports to ensure accuracy and conformity with UNDP financial and administrative rules and regulations; and
  • Identifies and escalates project related issues, proposing and contributing to the development of solutions.ย 
  • Ensures the creation and management of the project in ATLAS;
  • Supports the Project Secretariat in the development of operational SOPs for the Projectโ€™s new phase and develops a mapping of the administrative business processes of all project partners to ensure coherence and alignment;ย 
  • Provides administrative and logistical support for meetings, workshops, trainings, conferences, retreats and any other special events organized by the Project, as required;ย 
  • Processes official 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, collaboratingย  with relevant operation divisions, as needed;
  • Monitors selected travel-related payments for the Project, liaising appropriately with operations and staff in the field, as required;
  • Acts as absence management focal point and leave monitor for the Project Secretariat staff;
  • Acts as focal point for procurement processes, including preparation of CAP and ACP submissions; creation of vendor profiles, and maintain unit Procurement Plan; ensure PO closure, perform Atlas Buyer and Vendor roles
  • Supports human resource processes, including staff recruitments, contractual arrangements and other HR services in full compliance with HR strategies and policies of UNDP;
  • Backstops Project Secretariat on programme management during absences and mission travel;
  • Ensures the compliance of arrangements for project approval, implementation, general operations, and closure of projects with UNDP policies and regulations.
  • Prepares information for audits and follow-up/support to the implementation of audit recommendations;
  • Collects and disseminates information related to the Project, including inputs for donor reports and provides information when requested from various sources;ย 
  • Keep accurate electronic and paper filing, information and records of relevant Project documents that must be retained in support of corporate policies.
  • Act as focal point for the on-boarding of new staff; ensures staff are provided with all office tools to facilitate rapid start-up of their work. Develops and organizes on-boarding schedule. Provides information on mandatory courses and HR portal tools that the s/m will need, along with PMD and training deadlines;
  • Ensures timely information is provided to all project partners on the appropriate administrative, logistical and financial business processes, including through developing background notes outlining the different processes, rules and procedures to follow by project partners;
  • Supports the Project Secretariat to schedule and prepare for regular project meetings;
  • Works closely with relevant staff in project partner entities on administrative, financial and logistical matters to ensure the provision of coordinated and timely support to project implementation and management;
  • Keeps Project Secretariat abreast of latest corporate policy, procedures and regulations;
  • Sound contributions to knowledge networks and communities of practice.
  • 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.

Financial Management:

  • Ability to create a process to achieve financial goals.
  • Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner.
  • Ability to create internal reporting and accountability processes and standards.
  • Ability to engage and foster strategic partnerships with other parties, Inter-Agency Coordination and forge productive working relationships.ย 
  • Ability 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 needs.ย 
  • (General)Knowledge of HR management issues and principles and the ability to apply them to strategic and/or practical situations.
  • Ability to plan and organize events.
  • The ability to acquire goods, services or works from an outside external source.
  • Secondary education is required, University and/or Graduate degrees in Finance, Business Administration or equivalent, and/or accounting certification preferred, but not a requirement.
  • 6 years of progressively responsible administrative, programme and/or financial management/accounting experience is required at the national and/or international level. Candidates who possess a relevant Bachelorโ€™s degree from an accredited institution require only 3 years of relevant work experience;
  • 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;
  • Demonstrated experience in supporting financial, administrative, and logistical matters for an UN inter-agency, global project;
  • Knowledge of relevant business processes within partner entities: DPPA, DPO, DCO, is an asset;
  • Demonstrated performance in delivering solutions-oriented client service that meets the needs of the clients.
  • Proficiency in English.ย 

Important applicant information

Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs

Local recruitment

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.ย  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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Contract Duration: 1 Year with possibility for extension

This vacancy is archived.

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