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Programme Associate

New York City

  • Organization: UNDP - United Nations Development Programme
  • Location: New York City
  • Grade: Consultancy - National Consultant - Locally recruited Contractors Agreement
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
  • Closing Date: Closed

Background

Covering 46 countries the Regional Bureau for Africa (RBA) is UNDP’s one, with almost one third of the countries in crisis or post-crisis situations. To help Africa overcome its development challenges, UNDP’s goal in Africa is to develop the region’s capacity to promote pro-poor growth and accountability (CD-PGA) as a strategy for accelerating its progress towards achieving the SDGs.  The RBA office structure comprises the following units: Directorate; Strategic Advisory Team; Country and Oversight Team (COT); and Management Support Team (MST). The COT works closely with the Strategic Policy Advisory Unit to provide a broad range of support to country offices on emerging policy and developmental issues, and translation of strategies into effective capacity development initiatives for greater development results. The COT provides oversight functions over regional and country programming, keeps COs abreast of HQ-led initiatives as well as discussions/agreements emerging from DPKO- and DPA-led task forces, contributes to the Bureau’s strategic policy analysis and advice, and advocates for UNDP/RBA.  It also maintains a close interaction between RBA and sister UN Agencies at managerial and operational levels to support UN reforms, principally through the UNDG’s “delivering as one” policy agenda, and the RDTs for west and central Africa, and east and southern Africa.  

Specific post context

The overall purpose of this post is to ensure that Advisers and Specialists in the Country and Oversight Team (COT) receive the immediate administrative and operational support in their respective advisory and managerial functions. This post provides research and administrative support to the COT in the day-to-day performance of the Team, supporting information gathering, as adherence to administrative rules and regulations in establishing the operational procedures within the COT to support the work of the Advisers and Specialists.

Duties and Responsibilities

Expected deliverables:

Function 1: Supports COT Country Advisors and Specialists to enable them to perform their functions, linking up with other RBA and UNDP Divisions as well as with other external clients of COT, particularly Country Offices:

  • Manages and maintains appointments, missions and leave schedules. Prepares all aspects of travel-related matters and liaises with country offices and support units on logistics and related documentation;
  • Prepares background material/brief for use in bureau discussions, corporate events and briefing sessions. Assumes responsibility for development of PowerPoint presentations. Researches and compiles materials or newsletters, country/regional briefs and presentations;
  • Compiles and catalogues all materials and documentation requested by COT Advisers to perform their policy, analytical and advisory functions;
  • Organizes Project/Programme Appraisal Committee (PAC) meetings (ensures circulation of document, preparation of minutes/circulation to PAC participants). Drafts minutes to PAC meetings for approval by the chairperson of the PAC. Undertakes follow-up actions to PACs. Liaises with the Executive Board Secretariat on timely submission of the draft CPDs. Makes recommendations on project document format, budget structure and availability of funds, including during Bureau reviews of CPD and CPAPs;
  • Maintains and updates filing of both hard copies and electronic files for the concerned country portfolios. Circulates documents for information/action in the unit. Organizes reference materials and archives closed project files;

Function 2: Provides quality communications support to the CST Secretariat and enables Policy Advisers/Specialists to respond in a timely manner to requests for support and advice received in CST.

  • Manages daily correspondence/email.  Drafts letters, screens and prioritizes incoming mail for appropriate action.  Ensures that response deadlines are met.  Takes necessary action or refer to appropriate party in the absence of supervisor and institute tracking mechanism for incoming/outgoing mail;
  • Ensures effective filing, including through automated filing systems, and ensuring safekeeping of documents and other materials required by COT Advisers/Specialists in their analytical work;
  • Ensures that all information inquiries and correspondence routed to Advisers/Specialists at COT are properly monitored and responded to in a timely manner.
  • Participates to COT and COST regular meetings and provide minutes and reports in collaboration with the members of team.

Evaluation:

Applicants will be screened against qualifications and competencies specified below through a desk review or an interview process.

Competencies

Working in teams:

  • Contributes to team spirit, inspires and motivates staff and colleagues at all levels;
  • Demonstrates willingness to integrate ideas of others into own thinking;
  • Remains composed under stress; manages moods and creates positive attitude in the team even in times of crisis.

Writing skills:

  • Demonstrates strong writing skills, particularly the ability to present persuasive, coherent and well-founded arguments;
  • Has ability to write in style that is accessible to a broad audience of policymakers, academics and activists. 

Communication skills:

  • Has ability to communicate clearly and persuasively;
  • Demonstrates ability to build consensus and expresses own ideas openly and frankly without jeopardizing rapport with colleagues. 

Innovation:

  • Generates new ideas, seeks new approaches and introduces and promotes them in the workplace.

Required Skills and Experience

Education:

  • Secondary education;
  • University Degree in Business or Public Administration, Economics, Political or Social Sciences would be desirable, but it is not a requirement.

Experience:

Specific training and 6 years of proven work experience of:

  • Prior research experience on empirical studies of economic and public policy issues is preferred; 
  • Proven experience in written and oral communications skills in English and French is a requirement for this position;
  • Experience in secretarial, administrative and/or programme support experience;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems.

Language:

  • Fluent in English and French required.
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UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
This vacancy is now closed.
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