UNDP Programme and Administrative Associate 2024 United Nations UN Jobs (2024)

Provide effective support in formulation, implementation, management and monitoring of the Unit’s programme portfolio:

• Provide programme/project management support to the Unit, such as:
  • Manage required processes in the system in relation to the work plan and budget implementation.
  • Monitor expenditures, and support with preparing budget revisions in the system according to the needs of the programme.
• Provide PTAEO authorizations; create requisitions; raise receipts; implement budget and project award revisions; and project status; determination of unutilized funds, maintain the internal expenditures control system.
• Track, monitor and report on the use of project resources.
• Conduct budget checks for accuracy of Requisitions, Purchase Orders and Payment Vouchers.
• Ensure the compliance of arrangements for project approval, implementation, general operations, and closure of projects with UNDP policies and regulations.
• Generate reports and information on routine implementation of projects and programme/project status.
• Review, verify and reconcile financial data and reports to ensure accuracy and conformity with UNDP financial and administrative rules and regulations.
• Identify and escalate project related issues, proposing and contributing to the development of solutions.

Ensure general operational and administrative support to the Unit:

• Organize and prepare agendas and minutes of unit meetings and tracks follow-up actions.
• Coordinate and write sections of briefing materials and reports for meetings and missions for staff, including research work to prepare briefing materials as applicable.
• Process official Unit Mission Travel Requests, including timely follow-up action on medical/security clearance, claims, signatures as appropriate and ensuring preparation of the necessary documents in the system, collaborating with GPN’s Joint Directorate Integrated Operations Team (IOT) as needed.
• Monitor all travel-related payments for the Unit, liaising appropriately with BPPS IOT/ and BPPS staff in the field, as required.
• Provide administrative and logistical support for donor meetings, country/region specific meetings, workshops, trainings, conferences, retreats, and any other special events organized by Unit.
• Provide inputs into the unit’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provide support in the project closure through detail reconciliation and analysis of projects expenses.
• Backstop procurement processes, including preparation of CAP and ACP submissions.
• Backstop unit members on programme management during absences and mission travel.
• Serve as the Unit’s liaison person for all interactions with IOT (Integrated Operations Team) on all programme and operational support.

Ensure provision of support to manage Unit’s portfolio documentation:

• Prepare information for the audit of projects and follow-up/support to the implementation of audit recommendations.
• Proof-read, edit, and translate reports as necessary for in-house dissemination and/or publication.
• Collect and disseminate information related to thematic area, including inputs for donor reports and provides information when requested from various sources.
• Follow the established filing and archiving standards and procedures for the Bureau, organize, update, and maintain all project/programme-related documents.
• Scan and ensure proper digital filing of all Unit documents that must be retained in support of corporate policies.

Facilitate knowledge building and knowledge sharing in the relevant area:

• Prepare reports synthesizing lessons learnt and good practices.
• Contribute to and administer events pertaining to UNDP knowledge networks.
• Support the development of training, learning materials and activities by developing substantive components.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Requirements:

Education:

• Secondary education is required. OR
• A first-level university degree in Business or Public Administration, Economics, Political or Social Sciences or related field will be given due consideration, but it is not a requirement.

Experience:

• Minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of progressively responsible experience in administrative or programme at the national and/or international level is required.
• 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.
• Experience with ERP systems is highly desirable (i.e., Oracle Cloud, SAP, Atlas, Quantum, or others).
• Experience working with UNDP, UN or other international organizations is desired.
• Experience in preparation or review of financial reports is desirable.
• Experience in procurement processes at national/ international organization is desirable.
• Experience in providing administrative and logistical support for donor meetings, country/region specific meetings, workshops, trainings, conferences, retreats, and any other events is desirable.

Language:

• Fluency in English is required.
• Working knowledge of another UN language (Arabic, Chinese, French, Russian, or Spanish) is an asset.