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Programme Assistant

Colombo

  • Organization: UNDP - United Nations Development Programme
  • Location: Colombo
  • Grade: Administrative support - NPSA-5, National Personnel Services Agreement
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
  • Closing Date: Closed

Background

United Nations Development Programme (UNDP) is the UN's global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 166 countries, working with them on their own solutions to global and national development challenges.

UNDP's Flagship Portfolio on SDG16 on Peace, Justice and Strong Institutions (henceforth, the "portfolio"), aims to address governance deficits and strengthen the effectiveness of key institutions to deliver people-centered services. It also aims to build the space, capacity and trust for excluded and vulnerable groups to participate and inform policy and decision-making, so that it meets their specific needs and interests. The team will comprise of individuals with a wide set of skills and knowledge, including complementary technical expertise on inter-linked thematic areas of programming, and on monitoring, evaluation, knowledge management, communications and operations.

Under the overall guidance of the Portfolio Coordinator - SDG 16 portfolio and with the direct supervison of the Technical Specialist, the Programme Assistant is responsible for assisting the day-to-day administrative, financial and procurement related programme activities of the different projects under the portfolio, in accordance with UNDP rules and regulations.

Duties and Responsibilities

  1. Support the Technical Specialist to advance the agendas within the SDG16 Portfolio.
  2. Support the preparation and updating of project work plans, budgets, briefs, reports and other documents as necessary.
  3. Support organisation and coordination of meetings, training sessions, workshops, project events and prepare minutes as required.
  4. Ensure the timely and smooth implementation of the project.
  5. Maintain communication with stakeholders within the relevant government institutions pertaining to the project's scope of work.
  6. Assist knowledge building and sharing project processes by documenting lessons learnt, best practices and challenges.
  7. Maintain forward schedule of deadlines, meetings, workshops and proactively work towards that schedule.
  8. Supports research on relevant topics.
  9. Advances reporting, communications and visibility.
  10. Coordinates the timely submission of progress reports and assists with data entry, and the preparation of charts, graphs, and periodic progress reports.
  11. Support project and programme implementation through design of intervention together with the Technical Specialist and preparation of Terms of References for consultants and Service Providers.
  12. Perform any other tasks assigned by the supervisor.

Competencies

Core

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Thematic Area

Name

Definition

2030 Agenda : People

Gender

Gender Mainstreaming

General (across the functions)

Event planning and execution

Ability to plan, manage and execute public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP's overall brand and mandate.

Administration & Operations

Events

Management (including retreats, trainings and meetings)

Support offices with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Business Management

Partnerships Management

Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies.

Business Management

Communication

Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.

Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Procurement

Procurement

The ability to acquire goods, services or works from an outside external source.

Required Skills and Experience

Min. Education requirements

  • University Degree in Business or Public Administration, Finance, Project Management or Economics.

Min. years of relevant work experience

  • University Degree in Business or Public Administration, Finance, Project Management or Economics with 2 years' work experience

Required Skills

  • A consistent track record of self-motivation and achievement is required.

Desired skills in addition to the competencies covered in the Competencies section

  • Previous experience with UNDP or UN-related programmes in terms of providing support in coordinating and implementing development projects would be an added advantage
  • Demonstrated ability to adapt and work professionally and effectively in multicultural teams as an excellent team player while undertaking assigned responsibilities in challenging environments will be an asset.
  • Proven experience in building and maintaining partnerships with Government, other development partners and the private sector would be desirable
  • Demonstrated skills in effective communication and also in building good interpersonal relationships and networks, will be an added advantage.
  • Demonstrated computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment would be an added advantage

This vacancy is now closed.
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