Programme Administrative Associate

Panamá

Organization: UNDP - United Nations Development Programme
Location: Panamá
Grade: Level not specified - Level not specified
Occupational Groups:
- Operations and Administrations
- Project and Programme Management
Closing Date: Closed

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at HQ, Regional, and Country Office levels offers a spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in its Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in UNDP’s Strategic Plan.

Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policies and guidance to support the results of UNDP’s Strategic Plan. BPPS staff provides technical advice to Country Offices; advocates for UNDP corporate messages; represents UNDP at multi-stakeholder fora, including public-private, government, and civil society dialogues; and engages in UN inter-agency coordination in specific thematic areas.

UNDP's 2022-2025 Strategic Plan highlights our continued commitment to eradicating poverty, accompanying countries in their pathways towards the SDGs, and working towards the Paris Agreement. As part of the Global Policy Network in the Bureau for Policy and Programme Support, UNDP's Nature, Climate Change, Energy, and Waste (NCE&W) Hubs promote and scale up integrated whole-of-governance approaches and nature-based solutions that reduce poverty and inequalities, strengthen livelihoods and inclusive growth, mitigate conflict, forced migration and displacement, and promote more resilient governance systems that advance linked peace and security agendas.

BPPS’ Hubs on Nature, Climate, Energy, and Waste works with governments, civil society, and private sector partners to integrate natural capital, environment, and climate concerns into national and sector planning and inclusive growth policies; support country obligations under Multilateral Environmental Agreements; and implement the UN’s largest portfolio of in-country programming on environment, climate change, and energy. This multi-billion-dollar portfolio encompasses:

Biodiversity and Ecosystem Services including forests.
Sustainable Land Management and Desertification including food and commodity systems.
Water and Ocean Governance including Small Island Developing States (SIDS).
Climate Change Mitigation and Adaptation.
Sustainable Energy.
Extractive Industries.
Chemicals and Waste Management.
Environmental Governance and Green/Circular Economy and Sustainable Consumption and Production (SCP) approaches.

This work advances crosscutting themes on innovative finance, digital transformation, capacity development, human rights, gender equality, health, technology, and South-South learning.

Position Purpose

Under the direct supervision of the Project Management Analyst, the Programme Administrative Associate is responsible for the operational and financial management of the programme activities to achieve its results and be in compliance with UNDP rules and regulations.

The Programme Administrative Associate can supervise the clerical and support staff of the FACS Unit. The Programme Administrative Associate works in close collaboration with the operations, programme, and projects’ staff in the COs and the BPPS Nature Hub as required for resolving complex operational-related issues and exchange of information.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

1.) Provides administrative and financial management support for FACS focusing on the achievement of the following results:

Undertake all logistical, administrative, and financial arrangements for the organization of meetings, workshops, events, and missions.
Perform program financial activities including preparation of budget, budget revisions, annual work plans, financial reports, and any other financial duties.
Prepare quarterly delivery reports for FACS projects and initiatives.
Ensure that financial mechanisms are in place to track projects and initiatives progress.
Support with the development of budgets for donor proposals.
Prepare and manage advances to responsible parties and implementing partners.
Prepare information for the audit of FACS and support the implementation of audit recommendations.
Prepare programme Zero Dollar Invoices (ZDI).

2.) Support in coordinating programme Human Resource needs focusing on the achievement of the following results:

Support FACS human resources needs new recruitments (staff, PSA, Interns, UNV, JPO), staff registration and benefits, and any other needs, in coordination with the Human Resources unit of the Regional Hub and the Nature Hub.
Manage programme internships.
Participate in evaluation panels.
Lead FACS onboarding and induction process.
Support teams in all chancellery-related processes.

3.) Coordinates Donor´s contributions and Cost Recovery systems focusing on achievement of the following results:

Coordinate the programme agreements (FA, MOU; UN to UN, etc.) signature with donors, including clearance and review with the UNDP Legal Support Office (LSO).
Follow-up on the reception and allocation of funds at global and national levels.
Prepare the ToR and bills for CO´s cost recovery, follow up on payments.
Prepare ZDIs requests for cost recovery to be processed by the finance unit.

4.) Support in providing technical guidance to the COs focusing on achievement of the following results:

Support CO´s on operational issues (procurement and finance), identification of operational and financial problems, and development of solutions.

5.) Ensures facilitation of knowledge building and knowledge sharing within the FACS focusing on the achievement of the following results:

Provide administrative support on a synthesis of lessons learned and best practices related to programme management and finance.
Provide administrative support to the organization’s training for the office staff and partners on programme and operations-related issues.

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

Competencies

Core Competencies

ACHIEVE RESULTS - LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
THINK INNOVATEVELY - 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 Competencies

BUSINESS MANAGEMENT
- PROJECT MANAGEMENT: Ability to plan, organize, prioritize, and control resources, procedures, and protocols to achieve specific goals.
- MONITORING: Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.
- WORKING WITH EVIDENCE AND DATA: Ability to inspect, cleanse, transform, and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.
- 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.

Technical Competencies

ADMINISTRATION & OPERATIONS
- BUDGET MANAGEMENT: Ability to support budgetary aspects of the work planning process, drawing, and management of team budgets.
- ON-BOARDING OF PERSONNEL: Knowledge of policy and procedures on administrative onboarding, including the issuance of office ID, email address creation, office space, telephone extension, Argus profile setup, issuance of office ICT equipment.

Required Skills and Experience

Education:

Secondary education is required.
A first-level university degree (bachelor’s degree) in Business or Public Administration, Economics, Accounting, Finance, Political Sciences, and Social Sciences or related areas will be given due consideration, but it is not a requirement.
HR Certification is an advantage.

Experience:

Minimum of 6 years (with a high school diploma) or 3 years (with a bachelor’s degree) of progressively responsible administrative or programme experience at the national or international level is required.
Experience in budget development and financial management is required.
Experience in Events / Workshop organization both on-site and virtual is required.
Experience In Human Resources would be an asset.
Experience in ERP systems would be an asset.
Experience working with multi-donor projects is an advantage.
Experience in procurement processes for goods and services would be an asset.
Previous experience with UNDP-GEF projects is considered an asset.

Languages:

Fluency in English and Spanish is required.

Disclaimer

Important applicant information
All posts in the GS categories are subject to local recruitment.

Candidates selected pursuant to this vacancy may be subject to UNDP’s policy on Probation upon assignment.

Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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This vacancy is now closed.