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Programme Assistant

Brasilia (Brazil)

Background

 
Under the overall guidance and direct supervision of the Programme Specialist, 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.
 
The Programme Assistant will backstop colleagues in the Programme Unit during temporary absences or according to exigencies of service.
 

Duties and Responsibilities

 
Summary of Key Functions:
 
  1. Support to formulation of programme strategies and the Country Programme Action Plan
  2. Support to management of the CO programme
  3. Administrative support to the Programme Unit
  4. Support to resource mobilization
  5. 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.
3.   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. 
4.  Supports resource mobilization focusing on achievement of the following results:
  • Review of contributions agreement, managing contributions in Atlas.
  • Prepares reports on resource mobilization targets as requested.
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

Functional Competencies
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
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

Prince2 training and certification, RMG

 

Required Skills and Experience

Education:
  • Secondary Education preferably with specialized certification in Administration, Accounting and Finance. 
  • University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences is desirable
Experience:
  • 5 years of relevant administrative or programme experience is required at the national or international level.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.
Language Requirements:
  • Fluency in Portuguese
  • Working knowledge of English is desirable.
 

Disclaimer

Important applicant information

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

If the approved candidate lives in a city other than the duty station (Brasilia/DF) it will not be provided relocation allowance.

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.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: UNDP - United Nations Development Programme
  • Location: Brasilia (Brazil)
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Project and Programme Management
  • Closing Date: 2019-01-18

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