UNITED NATIONS DEVELOPMENT PROGRAMME

JOB DESCRIPTION

I. Position Information

Job code title:                            Programme Assistant

Grade:                                      ICS - 4

Supervisor:                                Governance Advisor

II. Organizational Context

Under the direct supervision of the Governance Specialist, the Programme Assistant provides programme support services ensuring high quality, accuracy and consistency of work.

The Programme Assistant for the joint UNDP /Irish Aid –supported programme on “Consolidation of Democracy and Good Governance” (CDGG) will work in close collaboration with the Operations, Programme and Project staff in the Country Office and UNDP HQ as required to exchange information and support programme delivery.

 

III. Functions / Key Results Expected

Summary of Key Functions:

 Support to management of the Country Office governance programme in general and the CDGG in particular
 Administrative support to the Programme Unit

 Support to resource mobilization
 Support to knowledge building and knowledge sharing
 

1. Provides effective support to management of the programme “Consolidating Democracy and Good Governance (CDGG) focusing on the achievement of the following results:

 Ensure compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies;
 Creation of projects in Atlas, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project.
 Creation of Pending Items in Accounts Receivables and recording of deposits in Atlas for Development projects.
 Preparation of Bank Transfer Requests (BTR) for development projects. Verify data from combined deliver reports and project delivery reports for agency executed projects.
 Production of weekly financial status reports on development projects for programme meetings.
 Monitors and checks project management reports for conformity of activities and expenditures with workplans within the unit.
 Preparation of Purchase Orders non-Purchase Order vouchers for development projects.
 Creation of requisitions in Atlas for development projects,
 Creation of General Ledger Journal Entries.
 Making budget check for requisitions, POs and vouchers.
 Maintenance of the internal expenditures control system including timely corrective actions on unposted vouchers, including vouchers with budget check errors, match exceptions, unapproved vouchers.
 Retrieval of original vouchers from HQ, filing, presentation of project information for NEX and Management audits and supports implementation of audit recommendations.
 Presentation of information for audit of NEX projects and implementation of the recommendations of the NEX audit as they pertain to the CDGG and related projects

 

2. Provides administrative support to implementation of the CDGG focusing on achievement of the following results:
   
    Prepare requests for new vendors in Atlas and follow up on their approvals.
    Support to organization of procurement processes including preparation of RFQs
    Make logistical arrangements for CDGG missions; preparations of security clearance, flight bookings and hotel reservations, compilation of documentation/programme and confirmation of appointments.
    Timely preparation of DSA, contact with Travel Agencies for flight bookings, oversee arrangements for maintenance of project vehicles.
    Escort Governance Unit visitors and programme payees to and from the front gate;
    Arrange programme meetings and appointments; keep programme/projects records meticulously for easy retrieval, dispatch correspondence, and arrange for transport as required.
    Maintenance of programme staff attendance and leave records
    

3. Supports resource mobilization focusing on achievement of the following results:
   
    Review of contributions agreement, managing contributions in Atlas.
    Provision of inputs for preparation of cost-recovery bills in Atlas for the services provided by the CDGGG .
   
    

  4 . Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

 Participation in training programmes relevant to the CDGG .
 Contributions to knowledge networks and communities of practice.
 

IV. Impact of Results

Accurate data entry and financial information have an impact on the quality and implementation of the joint programme. A client-oriented and efficient approach impact on the image of UNDP in the country.

V. Competencies and Critical Success Factors

Corporate Competencies:

      Demonstrates commitment to UNDP’s mission, vision and values.
 Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

 

Functional Competencies:

 Knowledge and Learning Management

      Shares knowledge and experience
 Actively works towards continuing personal learning, and applies newly acquired skills

 

Development and Operational Effectiveness

      Ability to perform a variety of standard tasks related to Results Management, including screening and collecting of programme/ projects documentation, projects data entering, preparation of revisions, filing, provision of information
 Ability to provide input to business processes re-engineering, implementation of new systems, including new IT based systems

 

Leadership and Self Management

      Focuses on result for the client and responds positively to feedback
 Consistently approaches work with energy and a positive, constructive attitude
 Remains calm, in control and good humoured even under pressure

VI. Recruitment Qualifications

Education:

Specialized certification in Accounting and Finance OR University Degree in Business or Public Administration, Political Science and Social Sciences.

Experience:

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, plus experience in handling of web based management systems.

Language Requirements:

Fluency in English and Sesotho.