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  • Organization: UNDP - United Nations Development Programme
  • Location: Vientiane
  • Grade: GS-6, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Project and Programme Management
    • Administrative support
  • Closing Date: 2019-05-03

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Programme Associate

Vientiane (Lao )

Background

Under the overall guidance of the DRR and supervision of Head of Natural Resources Management & Climate Change as direct supervisor, the Programme Associate ensures effective delivery of the CO programme by entering and managing data and supporting programme implementation across all units consistent with UNDP rules and regulations.
 
The Programme Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs as required for resolving complex finance-related issues and exchange of information.

Duties and Responsibilities

Summary of Key Functions:
Support to formulation of programme strategies and implementation of the Country Programme Action Plan
Support to management of the CO programme
Administrative support to the Programme Unit
Support to resource mobilization
Facilitation of knowledge building and knowledge sharing
 
1.Supports formulation of programme strategies and implementation of the Country Programme Action Plan focusing on achievement of the following results:
 
Collection, analysis and presentation of background information for preparation of UNDAF, CPD, CPAP, effective application of RBM tools and establishment of management targets (BSC). 
Presentation of background information for formulation of country programme, draft project documents, work plans, budgets, proposals on implementation arrangements. 
 
 
2.Provides effective support to management of the CO programme focusing on the achievement of the following results:
 
Creation of a project in Atlas, preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project.
Provision of guidance to the executing agencies on routine implementation of projects.
Presentation of information for audit of NIM projects, supports implementation of audit recommendations.
Support and monitoring of programme implementation (delivery)
Undertakes check of the project IPOA settlement and advance requests and creates non vouchers for the concerned projects.
Review project financial and substantive reports and help Programme analysts to prepare project budgets into ATLAS.
Provide guidance to the implementing partners on routine implementation of projects.
Help prepare information for audit of projects and support implementation of audit recommendations
 
 
     3.     Provides administrative support to the Programme Unit  focusing on achievement of the   following    results:
 
Review of NIM projects Financial Reports; preparation of non-PO vouchers for development projects.
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 for development projects.
Making budget check for requisitions, POs and vouchers. 
Combined Delivery Report (CDR) finalized and signed.
Draft non-substantive correspondence relating to Natural Resources Management                                                        & Climate Change Unit programme. Maintains policy, confidentiality and general management file.
Assist in arranging appointments, organizing meetings, taking minutes of Natural Resources Management & Climate Change unit meeting
Keep lists of name, addresses and telephone numbers of ministers, government officials and members of the diplomatic corp
Make travel arrangements for the supervisor and unit team and performs liaison duties with others units.
Draft/translate Eng-Lao-Eng related project documents as assigned by supervisor
Maintain leave records and travel plans of the unit staff
 
 
 4 . Supports resource mobilization focusing on achievement of the following results:
 
Analysis of information on donors, preparation of donor’s profile.
Track and report on mobilized resources. Review of contributions agreement, managing contributions in Atlas.
 
 
5.Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
 
Organization of trainings for the operations/ projects staff on programme.
Synthesis of lessons learnt and best practices in programme.
Sound contributions to knowledge networks and communities of practice.
 
The key results have an impact on the overall performance of the Programme Unit and success in implementation of programme strategies.  Accurate analysis, data entry and presentation of information ensure proper programme implementation.
 

Competencies

Functional Competencies:   
 
Advocacy/Advancing A Policy-Oriented Agenda
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
Provides background information to identify opportunities for project development and helps drafting proposals
 
Building Strategic Partnerships 
Level 1.1: Maintaining information and databases
Analyzes general information and selects materials in support of partnership building initiatives
Maintains databases of donor information
Tracks and reports on mobilized resources
 
Innovation and Marketing New Approaches
Level 1.1: Implementing processes and uses products
Documents and tracks innovative strategies/best practices/new approaches
Responds positively to 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
Strives to keep job knowledge up-to-date through self-directed study and other means of learning
Demonstrates good knowledge of information technology and applies it in work assignments
Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly 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
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 Accounting and  Finance. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences  would be desirable, but it is not a requirement.
 
Experience: 6 years of progressively responsible 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 advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.
 
Language Requirements: Fluency in English and language of the duty station.

Disclaimer

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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