UNITED NATIONS DEVELOPMENT PROGRAMME

JOB DESCRIPTION

I. Position Information

Job code title:                       programme associate - Governance

Grade:                                     ICS 5

Position No:                             00014893

Supervisor:                             Governance Specialist

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 works in close collaboration with the operations, programme and project staff in the CO and UNDP HQ as required to exchange information and support programme delivery.
 

Summary of Key Functions: 

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

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

• Collection, analysis and presentation of information for identification of areas for support and programme formulation/ implementation.
   

2. Provides effective support to management of the CO programme 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 PO and non-PO 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 the vouchers with budget check errors, match exceptions, unapproved vouchers.

• Retrieval of original vouchers from OBR, 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 unit portfolio.
   

3. Provides administrative support to the Governance Unit 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 CO missions; preparations of security clearance, flight bookings and hotel reservations, compilation of documentation/programme and confirmation of appointments.

• Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

• Escort Governance Unit visitors and UNDP payees to and from the front gate;

• Arrange meetings and appointments for the unit; keep programme/projects records meticulously for easy retrieval, dispatches correspondence, arrange for transport and drafts correspondence as required.

• Take minutes of pre-PACs, LPACs, Programme meetings and other Governance meetings.

• Maintenance of attendance records and leave monitoring for the Governance Unit.

4.  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 UNDP, follow up on cost recovery.
   

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

• Participation in the trainings for the operations/ projects staff on programme.

• Contributions to knowledge networks and communities of practice.

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

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 Management and Learning

•  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 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 system, 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 humored even under pressure

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:

• 3 to 5 years of 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, experience in handling of web based management systems.

Only short listed candidates will be responded to. Salary negotiable and commensurate with work experience and qualifications.

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