Under the guidance and direct supervision of the Assistant Country Director (ACD), Governance, 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:
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.
Presentation of information for audit of NEX projects.
Provides administrative support to the Programme Unit focusing on achievement of the following results:
Preparation of non-PO vouchers for development projects.
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.
Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas.
Making budget check for requisitions, POs and vouchers.
Preparation of vouchers, requisitions for development projects can be performed either by Programme Associates or by Programme Assistants depending on the set up of the office.
Voucher creation functions in the offices with Service Centres or Project offices, can be performed either by Service Administrators of Service Centres or Finance Assistants of Project offices.
Supports resource mobilization focusing on achievement of the following results:
Review of contributions agreement, managing contributions in Atlas.
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.
Impact of Results
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.
Competencies and Critical Success Factors
Level 1.1: Support the preparation of information for advocacy
Identifies relevant information for advocacy for a variety of audiences
Results-Based Programme Development and Management
Level 1.1: Contributing to results through provision of information
Provides information and documentation on specific stages of projects/programme implementation
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
Analyzes general information and selects materials in support of partnership building initiatives
Innovation and Marketing New Approaches
Level 1.1: Implementing processes and uses products
Documents and tracks innovative strategies/best practices/new approaches
Resource Mobilization (Field Duty Stations)
Level 1.1: Providing information for resource mobilization strategies
Maintains information/databases on potential and actual donors
Maintains database of project files
Provides data and information needed for preparation of project documents
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
Researches best practices and poses new, more effective ways of doing things
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Demonstrates good knowledge of information technology and applies it in work assignments
Global Leadership and Advocacy for UNDP’s Goals
Level 1.1: Research and analysis
Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences
Level 1.1: Maintains effective client relationships
Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
Responds to client needs promptly
Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making
Fluency in the UN and national language of the duty station.