Background
The United Nations Development Programme (UNDP) is the UNโs global development network, working in 177 countries and territories. UNDP opened its representative office in Ulaanbaatar in 1973 after more than a decade of successful cooperation with Mongolia. Ever since, UNDP has worked for equitable and sustainable development for the benefit of all Mongolians. UNDP is committed to helping the Government and the people of Mongolia achieve the Sustainable Development Goals as well as other national development priorities.
UNDP's country programme is anchored in Mongolia's national priorities. From 2023-2027, the UN Country Teamโs partnership with the Government of Mongolia will be guided by the new United Nations Sustainable Development Cooperation Framework (UNSDCF). UNDPโs specific programme is detailed in UNDP Country Programme Document, drafted in line with UNDPโs 2022-2025 Strategic Plan and the UN Mongolia UNSDCF. The UNDP Country Programme is approved by UNDPโs Executive Board as well as the UNDP Country Programme Action Plan signed by UNDP and the Government of Mongolia.
UNDP is looking for a Programme Assistant to support the programmatic functions for the Country Office in Mongolia.
ย
Duties and Responsibilities
Under the overall guidance of the Programme Support & Oversight Analyst, the Programme Assistant provides programme support services ensuring high quality, accuracy and consistency of work.
ย ย ย
The Programme Assistant works in close collaboration with the Operations, Programme and project staff in the CO, and UNDP staff in HQ and Regional Hubs to exchange information and support programme delivery.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
Support formulation of programme strategies and implementation of the Country Programme Documents (CPDs):
Collect, analyze and present information for preparation of CPDs and establishment of Baselines, Milestones and Targets (BMT).ย Collect information/evidence to guide future programming and identify implementation arrangements.ย Assist the programme team with developing annual work plans, budgets, for smoother implementation of programme and projects. ย Compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies and relevant Government rules and regulations.Provide effective support to management of the Country Office programme:
Creation and closure of projects in Quantum, preparation of required budget revisions, revisions of project awards and project status, determination of unutilized funds, operational and financial close of projects as per project closure check-list; Assist in providing guidance to Implementing Partners and Responsible Parties on compliance with UNDP rules and regulations on project implementation Assist in undertaking IP and RP capacity assessment and due diligence; Support the programme team in follow up on project performance indicators/ success criteria, targets and milestones, preparation of financial reports. Support in the identification of operational and financial problems, faced by project and work with the projects on solutions. Follow up and provide update on project disbursements.ย Provision of information for audit of DIM and NIM projects, and support to implementation of audit recommendations. Coordinate and guide Admin and Finance Associates (AFAs)s on providing necessary support for management of the CO programme.ยContribute to implementation of the Country Office resource mobilization strategies:ย
Review contributions agreements and manage contributions in ERP.Provide input to knowledge building and knowledge sharing in the Country Office:
Support organization and delivery of training for relevant programme and operations personnel. Provide input to lessons learned and best practices. Contribute to knowledge networks, communities of practice, and digital knowledge platforms.ยProvides administrative and financial support to the Programme and Projects focusing on achievement of the following results:
Review of project Financial Reports. Confirmation of availability of (donor and core) funds prior to review by supervisor.ย Submission of requests for creation and approval of Purchase Order (PO) and non-PO vouchers as well as vendor creation to Global Shared Services Center (GSSC), with prior quality assurance of supporting documentation. Timely corrective actions on payment vouchers if/as requested by GSSC. Creation of Atlas requisitions and receipting of goods/services in Quantum for development projects. ย Ensuring the timely finalization and signature of Combined Delivery Reports (CDRs) for development projects. Maintenance of administrative control records such as commitments and expenditures. Timely revision of project budgets (reconciliation) and sending project budget for approval by the Senior Management (can be done only based on signed project documents and budgets).ย Lead and/or coordinate, train and guide AFAs and the programme team on timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.ย Coordinate and guide AFAs and the programme teams on drafting of correspondence relating to the administrative and financial work of the Unit, in line with policy, maintaining confidentiality, and ensuring proper documents management.ย Assist in the preparation and overall coordination of CO audits and support in the implementation of audit recommendations.ย Assist in organizing programme related meetings, such as LPACs, including logistics, minutes taking and follow ups.ย Draft letters and routine correspondences with counterparts.ย Assist in pipeline project management, entering new projects and budgets.ย Coordinate, train and guide AFAs and the programme staff in the maintenance of all project-related documents in the office for ongoing projects; prepare and hand over closed project documents for CO archiving. ยEnsures continuous operation of the CO by supporting and alternating the CO Finance staff:
Ensure implementation of operational and financial management strategies; ย ย Ensure administration of budgets and functioning of the optimal cost recovery system; ย Provide programme budget related support to the finance unit on cleaning of balance sheet accounts for operationally closed projects.ยThe incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies
Core competencies:
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 improvementsย 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 flexibleย 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 discriminationย
Cross-Functional & Technical competencies:
Business Developmentย ย ย ย
Knowledge Generation. Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.Business Managementย ย ย ย
Financeย ย ย ย
Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.Procurementย ย ย ย
Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.ยRequired Skills and Experience
Education:
Secondary education is requiredย A university degree in Business Administration, Public Administration, Economics, Political Sciences, Social Sciences, or related field will be given due consideration, but it is not a requirement.ยExperience:
Minimum of 5 years (with high school diploma) or 2 years (with bachelorโs degree) of relevant progressively responsible programme administrative or project finance experience is required at the national and/or international level.ย Experience in the usage of computers, office software packages (MS Word, Excel, etc.), database packages, and web-based management systems such as ERP. Ability to review and edit documents and produce meeting reports identifying key actions. Experience with ERP financials is desirable.Required languages:
Fluency in the English and Mongolian is required.ยEqual opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Probation
For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Right to select multiple candidates
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.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
ย