Vientiane (Lao )
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.
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
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
Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
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.