UNITED NATIONS DEVELOPMENT PROGRAMME

JOB DESCRIPTION

I. Position Information

Job code title:                             Programme Associate - PMSU

Grade:                                      GS7

Supervisor:                                 Deputy Resident Representative

II. Organizational Context

Under the direct supervision of the Deputy Resident Representative Programme, the Programme Associate provides programme support services ensuring high quality, accuracy and consistency of work. She/he ensures effective delivery of the CO performance by entering and managing data and supporting programme implementation consistent with UNDP rules and regulations. The Programme Associate is responsible for providing the management with updated and accurate data/information for systematic monitoring of programme resources. He/she should actively monitors the CO cost recovery activities related to the development projects.

The Programme Associate works in close collaboration with the operations, programme and project staff in the CO and UNDP HQs as required for resolving complex programme finance-related issues and exchange of information. Programme Associate can be a member of different teams within the programmatic clusters in the office as required.
 

III. Functions / Key Results Expected

Summary of Key Functions:

 Support to formulation of programme strategies and implementation of the Country Programme Action Plan
 Support to management of the CO programme
 Administrative support to the Programme Unit
 Support to resource mobilization
 Facilitation of knowledge building and knowledge sharing

1. Supports formulation of programme strategies and implementation of the Country Programme Action Plan focusing on achievement of the following results:

• Collection, analysis and presentation of background information for preparation of CCA, UNDAF, CPD, CPAP, effective application of RBM tools.
• Focal point for the monitoring of the Balanced Scorecard.
• Presentation of background information for formulation of country programme, draft work plans, budgets, proposals on implementation arrangements
• Compliance of programme activities with standards, UNDP rules, regulations and procedures. Support the CO in management of NEX audit and follow up to audit recommendations

2. Provides effective support to management of the CO programme focusing on the achievement of the following results:
   
   • Supports the CO in management of NEX audit and follow up to audit recommendations
   • Reviews programme delivery in accordance with authorized programming level (ASL) and suggests measures for adequate optional utilization of funds.
   • Ensures sound programme finance management through monitoring budget rephasals, and tracking delivery and updating expenditures.
   • Provides programme managers with key financial data at regular intervals to facilitate early identification of problem areas and suggests remedial actions.
   • Prepares regular managerial reports on the financial status of programme resources against Resource Planning Framework to provide reliable tool on which decisions and strategies related to the achievement of unit's objectives are based.
   • Presentation of researched information for reporting, preparation of reports as required.
   • Focal point for routine programme follow-up and assignments

3. Provides administrative support to the Programme Unit focusing on achievement of the following results:
   
   • Review of NEX projects Financial Reports; preparation of PO and non-PO vouchers for development projects.
   • Entering Financial Reports and vouchers for requests for advance
   • Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas.
   • Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
   • Creation of requisitions in Atlas for development projects, registering goods receipt in Atlas.
   • Liaise on a daily basis with the Programme Section on all Programme related issues.
   • Making budget check for requisitions, POs and vouchers.
   • Correcting record keeping for the CO and projects by routine spot checks and inventory checks

  4 . Supports resource mobilization focusing on achievement of the following results:

• Track and reporting on mobilized resources. Review of contributions agreement, managing contributions for development projects in Atlas.
• Comply with donors’ requirements on reporting as necessary
• Follow up and assist on the implementation of the CO Cost recovery arrangements recovery in terms of GMS & ISS through the quarterly use of the billing system within ATLAS.
• Compile and report cost recovery related to programme information using ATLAS.

   5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Conduct ATLAS training in-house for the programme/projects staff.
• Provision of guidance to the executing agencies on routine implementation of projects.
• Be an active participant of the knowledge networks.
• Devote 5% for self-learning and development.

IV. Impact of Results

The key results have an impact on the overall performance of the Programme Unit and success in implementation of programme strategies. Accurate analysis, data entry and presentation of information ensure proper programme implementation.

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, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Ability to perform a variety of specialized tasks related to Results Management, including support to design, planning and implementation of programme, managing data, reporting.

• Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems

• Good knowledge of Atlas

• Good IT skills

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

• Focuses on the results of the team

• Remains calm, in control and good humored even under pressure

• Demonstrates openness to change and ability to manage complexities

• Handle tasks in a solution oriented approach and willing to take initiative and to go an extra mile to accomplish tasks in a timely and qualitative manner

VI. Recruitment Qualifications

Education:

Secondary Education, preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences  would be desirable, but it is not a requirement.

Experience:

5 to 6 years of progressively responsible 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 advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:

Fluency in English and Sesotho.