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Programme Associate

Kampala (Uganda)

  • Organization: UNDP - United Nations Development Programme
  • Location: Kampala (Uganda)
  • 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: 2019-11-14

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Background

Under the overall supervision of the Team Leader-Institutional Effectiveness Programme and Gender Specialist/Programme Coordinator, the Programme Associate will support the implementation of the Spotlight Initiative Programme.  The Spotlight Initiative is an EU funded,UN Joint Programme that aims to Eliminate Violence Against Women and Girls (VAWG).

Programme Associate will ensure effective delivery of the Spotlight Programme by supporting its implementation in consistence with UNDP rules and regulations provide advice in execution of programme and financial resource.

The Programme Associate will work in close collaboration with Institutional Effectiveness Programme unit and other staff in the Country Office as required for solving programme and finance related issues for Spotlight Initiative.

Duties and Responsibilities

Summary of key functions:
  • Support the administration and implementation of the Spotlight Initiative programme in line with the UNDP guidelines
  • Support the Management of the Spotlight Programme focusing on the financial, administrative and communication functions.
  • Support the implementation of Resource mobilization strategy and effective cost recovery
  • Facilitation of knowledge building and knowledge sharing, guidance to all staff and stakeholders on financial, Programme and audit related matters
 
Support the administration and implementation of the Spotlight Initiative programme in line with the UNDP guidelines
  • Pro-actively contribute to day-to-day implementation of the Spotlight Initiative programme and ensure conformity to expected results and programme work-plans;
  • Provide support to programme team in the implementation of their tasks for the achievement of programme results (process payments, communication, procurements, contracts, agenda, etc.);
  • Maintain records on all programme personnel/consultants and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures;
  • Make pertinent logistical arrangements for the prompt and effective implementation of programme activities;
  • Take records of programme related meetings;
  • Assume overall responsibility for administrative matters of a more general nature, such as registry and maintenance of programme files and records;
  • Arrange external and internal meetings (including the meetings of the Programme Board, Technical level, as well as other relevant meetings, etc.). 
  • Ensure proper recording of cost recovery of non-core funded projects
 
Support the Management of the CO Programme in particular, financial-administrative management, monitoring and reporting 
  • Prepare requests for advance of funds and/or direct payments for partners; 
  • Follow up partners on implementation, reporting and accountability of funds disbursed
  • Prepare vouchers to record partner accountabilities in ATLAS system
  • Monitor budget expenditures and maintain a proper record of approved programme budgets and their revisions;
  • Prepare and submit expenditure and programme budget status reports;
  • Respond to queries from UNDP, donor (European Union) and other partners with respect to financial aspects of the programme, liaise with UNDP/EU-appointed and external auditors wherever required;
  • Prepare recurring reports as scheduled and special reports as required for budget preparations and audit;
  • Advise and assist programme personnel and consultants on all aspects of allowances, travel claims and other financial matters;
  • Undertake other financial and administrative tasks on an ad hoc basis.
  • Support to management and monitoring of programme financial resources; monitor budgetary status versus ASL and follow up with HQs on resource allocation
  • In full compliance with UN/UNDP rules and policies, backstop the Audit of the programme and monitor implementation of audit recommendations. 
  • Compile financial and statistical data for Spotlight programmes as needed by Supervisor, Donor and Government counterparts for reporting purposes. 
Procurement: 
  • In accordance with the Work Plan, arrange for procurement of equipment, supplies and services;
  • Create and manage e-requisitions in ATLAS;
  • Arrange for equipment maintenance and insurance as required;
  • Ensure that contractual processes follow the stipulated UNDP procedures;
  • Physically clear and ensure delivery of equipment and supplies procured for the various programme sites;
  • Maintain an equipment and spare inventory including verification and transfer when required.
Ensures facilitation of knowledge building and knowledge sharing, guidance to all stakeholders on financial matters focusing on the achievement of the following results:
  • Contribute to the development of knowledge products for Spotlight programme;
  • Contribute to synthesis of lessons learnt and document best practices; 
  • Contribute to knowledge networks and communities of practice.
 

Competencies

Corporate Competencies:
  • Demonstrates commitment to UNDP’s mission, vision and values.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  • Displays string attitude of client orientation
  • Exerts strict adherence to corporate rules, regulations and procedures.  
  • Familiarity with the internal control framework and results-based management tools is an added advantage.
 
Functional Competencies:
Knowledge Management and Learning
  • Shares knowledge and experience
  • Encourages office staff to share knowledge and contribute to UNDP Practice Areas
  • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills 
Development and Operational Effectiveness
  • Ability to perform a variety of specialized tasks, including support to design, planning and implementation of programme, managing data and reporting.
  • Ability to extract, interpret and analyze data and resolve programme and financial related problems
  • Good knowledge of Results Management Guide ,financial rules and regulations, accounting and good knowledge of Atlas
  • Proven ability to problem-solve, and think creatively to develop and implement smart business solutions in a challenging socio-economic environment;
  • Excellent interpersonal and communication skills are essential part of the job.
Leadership and Self-Management
  • Focuses on result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calm, in control and good humored even under pressure
  • Demonstrates openness to change and ability to manage complexities
  • Responds positively to feedback and differing points of view
 
Corporate Competencies:
  • Demonstrates commitment to UNDP’s mission, vision and values.
  • Exerts strict adherence to corporate rules, regulations and procedures.  
  • Familiarity with the internal control framework and results-based management tools is a must.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
 

Required Skills and Experience

Education:Secondary Education, preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Political Sciences and Social Sciences, Development Studies or another related field would be desirable, but it is not a requirement.
 
Experience:6 years of progressively responsible administrative or programme experience;
Previous experience in development assistance or related work for a UN Agency/Programme, donor organization, or NGO is a very strong advantage;
 
Experience in supporting gender related programmes/projects is an added advantage
 
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 web-based management systems.
 

Disclaimer

Important applicant information

All posts in the GS 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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