Programme and Administrative Associate

The newly established UNDP Sustainable Energy Hub (hereafter, the ‘Energy Hub’) will be the arrowhead of UNDP’s commitment to an ‘Energy Promise’ that aims to close the gap on delivering SDG7 as a pathway to meeting the 2030 Sustainable Development Goals (SDGs) and Paris Climate Change Agreement. The Energy Hub will build on UNDP’s existing Energy Portfolio, covering over 100 countries to harness clean energy and support the energy transition as well as on UNDP’s Climate Promise, UNDP’s Sustainable Finance Hub, and UNDP’s Digital offer.

The Energy Hub will develop and operationalize, policies, programmes, and partnerships to support UNDP Energy Promise, a commitment to help increasing access to clean and affordable energy for 500 million people; and accelerating and supporting the transition to renewable energy through ‘systems changes’ that support more inclusive and green economies, particularly in countries with low levels of renewable energy generation or poor energy efficiency improvement rates. Recognizing that change will be disruptive, UNDP will work to ensure that such transitions are just, and that their impact on vulnerable people is understood and duly mitigated.

Position Purpose:

The Programme and Administrative Associate will directly report to the Director of the Energy Hub. S/he will work collaboratively with a number of key staff across Bureaus and Units to support the Energy Hub’s initiatives as described in the duties and responsibilities of this assignment.

Support for the formulation, implementation, management, and monitoring of the Unit’s programme portfolio. In accordance with UNDP’s Financial Rules and Regulations:

• Creates and manages projects in ATLAS;
• Provides COA authorizations; creating requisitions; creating purchase orders; raising receipts; implementing budget and project award revisions; and project status; determination of unutilized funds, maintaining the internal expenditures control system
• Tracks, monitors and reports on the use of project resources;
• Supports the Operations focal point in verifying supporting documentation for requisitions, purchase orders, vouchers to ensure accuracy and conformity with UNDP financial and administrative rules and regulations and liaising with Country Offices to avoid any duplication of payments.
• Manages and updates the Energy Hub budget, and conducts  budget checks for accuracy of Requisitions, Purchase Orders and Payment Vouchers;
• Ensures the compliance of arrangements for project approval, implementation, general operations, and closure of projects with UNDP policies and regulations.
• Generates reports and information on the routine implementation of projects and programme status;
• Reviews, verifies and reconciles financial data and reports to ensure accuracy and conformity with UNDP financial and administrative rules and regulations;
• Identifies and escalates project related issues, proposing and contributing to the development of solutions

General operational and administrative support to the Unit. In accordance with UNDP’s Financial Rules and Regulations:

• Coordinates administrative support for all deployments, including preparation and/or renewal of contracts, travel, medical clearances and payments for consultants, interns, and UNDP staff;
• Supports the Energy Hub to build a Roster of Energy Experts, working closely with the Capacity Mapping team in BPPS.
• Provides administrative and logistical support for all country/region-specific workshops, and any  other special events organized by the Rapid Response and Preparedness Team;
• Processes official Unit Mission Travel Requests, including timely follow-up action on medical/security clearance, claims, signatures as appropriate and ensuring preparation of the necessary documents in ATLAS;
• Monitors all travel-related payments for the Unit, as required;
• Acts as asset management and inventory focal point, including management of stationary orders;
• Backstops procurement processes, including preparation of CAP and ACP submissions;
• Backstops Directorate including Director’s schedule management.

Manages the Unit’s portfolio documentation:

• Prepares information for the audit of projects and follow-up/support to the implementation of audit recommendations;
• Collects and disseminates financial information related to thematic area, including inputs for donor reports and provides information when requested from various sources;
• Following the established filing and archiving standards and procedures for the Bureau, organizes, updates and maintains all project/programme-related documents;
• Scans and ensures proper digital filing of all Unit documents that must be retained in support of corporate policies
• Undertake any other financial or administrative duty related as required by the RRPT Team Leader

Promotes knowledge building and knowledge sharing in the relevant area:

• Prepares reports synthesizing lessons learnt and good practices;
• Contributes to and administers events pertaining to UNDP knowledge networks; and
• Supports the development of training, learning materials and activities by developing substantive component

Core Competencies CoreBehaviouralCompetencies.pdf (undp.org)

Achieve Results:

• Level 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

• Level 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously

• Level 1: Open-minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility

• Level 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination               

• Level 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

• Level 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion

• Level 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical Competencies

Business Direction and Strategy:

• Business Acumen: Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome. Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks

Business Management

• Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide
• Operations Management: Ability to effectively plan, organize, and oversee the Organization’s business

Finance

• Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets
• Finance business partnering: Able to support business units and add value by innovating and providing solutions to financial issues/queries, including through FAQs, financial tools, advisory, etc. Influences and appropriately challenges non-finance colleagues for whom the service is being provided. Understands the operations, opportunities and challenges of the organization. Holds a commercial outlook, demonstrating accountability towards organizational goals.

Procurement

• Procurement Management: The ability to acquire goods, services or works from an outside external source

• Secondary Education or
• University Degree (Bachelor’s or equivalent) in Business or Public Administration, Economics, Political or Social Sciences would be desirable, but it is not a requirement.

• Minimum 7 years with Secondary Education or 4 years with a Bachelor´s Degree of progressively responsible administrative or programme experience is required at the national and/or international level. Candidates in possession of a relevant first-level university degree require only 4 years of relevant work experience.
• Experience with the UN system is an advantage;
• Proficiency in IT software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling web-based management systems is required
• Passing the UN Clerical GGST or formerly known as ASAT Examination is a requirement