Programme Operations Associate

Under the overall guidance of the Lab Lead, the Programme Operations Associate will provide project operations and finance support to the Social Innovations Lab in close coordination with the UNDP CO Integrated Support Team.

Summary of key functions:

• Support to administration and implementation of programme/operations strategies
• Support to administration of budgets and functioning of the optimal cost-recovery system.
• Accounting and administrative support
• Facilitation of knowledge building and knowledge sharing

1. Provides support for the administration and implementation of programme/operations strategies focusing on achievement of the following results:

• Full compliance with UN/UNDP rules and regulations and other relevant policies on financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
• Provision of inputs for preparation of cost sharing and other agreements, follow up on contributions within the Lab’s resource mobilization efforts.
• Drafts/produces various documents to help with management monitoring and evaluation of projects-programmes, (e.g. summary table of AWPs, summary table of overall programmatic expenditures, determination of unutilized funds, drafts/compiles funding gaps matrix for the Innovation Lab and keeps it updated, etc.);
• Checking programme related finance reports;

2. Provides effective support to administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

• Provision of information for formulation of work plans, budgets, proposals on implementation arrangements and execution modalities.
• Tracking and preparing spreadsheets on mobilized resources.
•  Processing of cost-recovery bills in Atlas (ERP ) for the services provided by elaboration and implementation of the income tracking system and follow up on cost recovery.
• Extraction of data from various sources.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
•  Maintenance of the filing system
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Lab Lead.
•   Assists in the organization and coordination of all existing and future programme/project activities
•   Prepares materials for and creates Power Point presentations on relevant programme/project topics as may be required and selects and makes pertinent abstracts and undertakes searches for project related information;
•  Drafts correspondence, takes instructions on a variety of project related subject-matters.

3. Provides accounting and administrative support focusing on achievement of the following results:

• Proper control of the supporting documents for payments, preparation of the supporting documents for payments and financial reports for projects
•  Processing of transactions, ensuring that they are correctly recorded and posted in UNDP’s financial management system (Atlas) in conformity with the internal expenditures control system.
• Timely corrective actions on erroneous data in Atlas.
•  Compilation of data for internal/external audit.
• Provision of inputs to reports including donor reports.
•                Develop Terms of References (TOR) for hiring required human                          resources to implement the project.

4. Ensures facilitation of knowledge building and knowledge sharing in the Innovation Lab focusing on achievement of the following results:

• Participation in the organization of training for the office staff on programme/operations related issues.
•  Synthesis of lessons learned and best practices in programme finance.
•  Sound contributions to knowledge networks and communities of practice.
• Contribute to CO partnerships and engagement efforts.
• Active engagement in Innovation Lab processes and tools not limiting to operations and finance.
• Support Lab processes through facilitation of discussions and meetings in local language/s.
• Assist the Innovation Lab in translating material and discussions into local language/s

The key results have an impact on the overall efficiency in project financial resources management and success in implementation of programme/operations strategies.  Accurate analysis and presentation of financial information enhances UNDP position as a strong development partner.  The information provided facilitates decision making of the management

Functional Competencies:             

Level 1.1: Support the preparation of information for advocacy

17. 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

17. Provides information and documentation on specific stages of projects/programme implementation

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

17. 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

17. Documents and tracks innovative strategies/best practices/new approaches

Resource Mobilization

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

17. Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences

Client Orientation

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

Core Competencies:

• Demonstrating/safeguarding ethics and integrity  
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• 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
• Proficiency in a national language

• Secondary Education with specialized certification in Accounting and Finance with 6 years of progressively responsible finance experience is required.

OR

• Bachelor’s degree in Business or Public Administration, Accounting and Finance with 1 year  progressively responsible finance experience is required.

• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Important applicant information

All posts in the SC categories are subject to local recruitment.

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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