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Programme Assistant (Mongolian national only)

Ulan Bator (Mongolia)

  • Organization: UNDP - United Nations Development Programme
  • Location: Ulan Bator (Mongolia)
  • 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: 2020-02-18

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Background

Under the overall guidance and direct supervision of the Deputy Resident Representative (DRR), the Programme Assistant ensures effective delivery of the country programme focused on programme and project implementation support, including administrative requirements for project portfolio management and programme-wide planning, consistent with UNDP rules and regulations.

The Programme Assistant works under the guidance of Programme officers and in close collaboration with the, Assistant Resident Representative, Operations (ARR, O), Finance staff, as well as other operations and project staff in the Country Office (CO), the Regional Bureau for Asia and the Pacific, Global Shared Services Center (GSSC) and UNDP HQ as required for resolving programme-related issues and exchange of information.

Duties and Responsibilities

Summary of Key Functions:

  • Support to formulation of programme and operational strategies and implementation of the CO Programme
  • Support to implementation of the CO programme and projects
  • Administrative and finance related support to the Programme
  • Provide complementary support to the country finance team
  • Facilitation of knowledge building and knowledge sharing

Supports formulation of programme and operational strategies and implementation of the CO Programme focusing on achievement of the following results:

  • Effective application of Results Based Management tools and establishment and monitoring of CO performance targets.
  • Assist the programme team with developing annual work plans, budgets, for smoother implementation of programme and projects.  
  • Compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies and relevant Government rules and regulations.

Provides effective support to implementation of the CO Programme focusing on the achievement of the following results:

  • Creation and closure of projects in Atlas, preparation of required budget revisions, revisions of project awards and project status, determination of unutilized funds, operational and financial close of projects as per project closure check-list;
  • Assist in providing guidance to Implementing Partners and Responsible Parties on compliance with UNDP rules and regulations on project implementation
  • Assist in undertaking IP and RP capacity assessment and due diligence;
  • Support the programme team in follow up on project performance indicators/ success criteria, targets and milestones, preparation of financial reports.
  • Support in the identification of operational and financial problems, faced by project and work with the projects on solutions.
  • Follow up and provide update on project disbursements.
  • Provision of information for audit of Directly Implemented Modality (DIM) and Nationally Implemented Modality (NIM) projects, and support to implementation of audit recommendations.
  • Coordinate and guide AFOs on providing necessary support for management of the CO programme.

Provides administrative and financial support to the Programme and Projects focusing on achievement of the following results:

  • Review of project Financial Reports
  • Confirmation of availability of (donor and core) funds prior to review by supervisor.
  • Submission of requests for creation and approval of Purchase Order (PO) and non-PO vouchers as well as vendor creation to Global Shared Services Center (GSSC), with prior quality assurance of supporting documentation. Timely corrective actions on payment vouchers if/as requested by GSSC.
  • Creation of Atlas requisitions and receipting of goods/services in Atlas for development projects.  
  • Ensuring the timely finalization and signature of Combined Delivery Reports (CDRs) for development projects.
  • Maintenance of administrative control records such as commitments and expenditures.
  • Timely revision of project budgets (reconciliation) and sending project budget to KK if authorized by the Senior Management (can be done only on the basis of signed prodocs and project budgets).
  • Lead and/or coordinate, train and guide Admin and Finance Officers (AFOs) and the programme team on timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
  • Coordinate and guide AFOs and the programme teams on drafting of correspondence relating to the administrative and financial work of the Unit, in line with policy, maintaining confidentiality, and ensuring proper documents management.
  • Assist in the preparation and overall coordination of CO audits and support in the implementation of audit recommendations.
  • Coordinate and guide AFOs and provide administrative support to consultancy and other missions including arranging logistical support, collecting reference documents, maintenance of records thereof and assist in publication and dissemination of reports and other outputs of missions,
  • Assist in organizing programme related meetings, such as Local Project Advisory Committees (LPACs), including logistics, minutes taking and follow ups;
  • Draft letters and routine correspondences with counterparts;
  • Assist in pipeline project management, entering new projects and budgets
  • Monitor timely entry of risk management in Atlas
  • Coordinate, train and guide AFOs and the programme staff in the maintenance of all project-related documents in the office for ongoing projects; prepare and hand over closed project documents for CO archiving.  

Ensures continuous operation of the CO by supporting and alternating the CO Finance staff:

  • Ensure implementation of operational and financial management strategies;  
  • Ensure administration of budgets and functioning of the optimal cost recovery system;  
  • Provide programme budget related support to  the finance unit on cleaning of balance sheet accounts for operationally closed projects;  

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

  • Organization of trainings for project staff and disseminate UNDP rules and regulations to the relevant department officers of an Implementing Partners on programme and operations related matters.
  • Synthesis of lessons learnt and best practices in programme.
  • Sound contributions to knowledge networks and communities of practice.

 

 

Competencies

Core

 

Innovation

Ability to make new and useful ideas work

Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations

Leadership

Ability to persuade others to follow

Level 2: Proactively identifies new opportunities and challenges

People Management

Ability to improve performance and satisfaction

Level 2: Takes ownership of responsibilities

Communication

Ability to listen, adapt, persuade and transform

Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity

Delivery

Ability to get things done while exercising good judgement

Level 2: Meets goals and timelines for delivery of products or services;    

Technical/Functional

 

Knowledge Management

Ability to capture, develop, share and effectively use information and knowledge

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Partnerships

Ability to engage with other agencies, donors and other development stakeholders and forge productive working relationships

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Team Building

Ability to work effectively with diverse groups of professionals towards common goals

Level 2:Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work

Research (general) Knowledge of analytical tools, market research and methods for undertaking substantive research on various policy related issues

Level 2: Technical Assistance: Performs defined tasks efficiently and deepens knowledge of area of work

Operational Efficiency

Ability to identify and execute opportunities to improve operational efficiency

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Budget Management

Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Level 2: Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work

Quality Assurance

Ability to perform administrative and procedural activities to insure that quality requirements and goals are fulfilled

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Office Administration

Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

 

Required Skills and Experience

Education

  • Secondary Education, preferably with specialized certification in Accounting and Finance.
  • University Degree in Business, Finance, Accounting or related field would be desirable, but it is not a requirement.

Experience

  • 5 years of progressively responsible administrative or programme and project finance 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.
  • Experience with ERP financials, preferably PeopleSoft, desirable.

Language

Fluency in English and Mongolian both written and verbal.

Note: Upload a copy of national ID and copies of educational credentials.

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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