Programme Associate GS6

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet.

UNDP in Lesotho supports Basotho to build resilience at every level to help achieve long-term Sustainable Development Goals. We provide assistance in the following focus areas: poverty reduction; promotion of transparent, accountable and effective governance at all levels; and managing environmental changes by adopting an integrated approach to sustainable management of natural resources. Our collaboration and support to the Government and people of Lesotho is governed by the Country Programme Document 2019 -2023; Lesotho United Nations Development Assistance Framework (UNDAF 2019 – 2023) based on the priority needs of the country expressed in the National Strategic Development Plan (NSDPII 2018/19 – 2022/23.

A number of key results have been achieved and the Country intends to build on lessons learnt over last years of the Country programme to leverage partnerships and networks and bring to scale ongoing programmes and projects. A robust and responsive operations team is critical to the realization of this strategy.

Under the overall guidance and direct supervisor of the Head of Unit, the Programme Associate ensures effective delivery of the CO programme by entering and managing data and supporting programme implementation 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.

The Programme Associate will be expected to support and backstop other Units other than the one assigned to in times of need, emergency and as required

Key Duties and Accountabilities

Summary of Key Functions:

1. Effective and efficient functioning of the RR and Deputy Resident Representative office
2. Effective communications and administrative support to the office
3. Knowledge building and management
4. Supports communication and visibility for CO

1.           Ensures effective and efficient functioning of the Front Office focusing on achievement of the following results:

• Management of the Resident Representative’s office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the CO team;
• Efficient and discreet management of the Resident Representative’s schedules
• Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points.
• Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible.
• Ensuring quality control and timely preparations of Briefing Notes, Talking Points and/or Speeches for the Resident Representative, in collaboration with relevant CO colleagues
• Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners;
• Use of automated office management system

2.           Ensures provision of effective communications and administrative support to the office of the Resident Representative focusing on achievement of the following results:

• Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
• Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required.
• Facilitation of information sharing with Management Support and Business Development, Programme and Operations Teams.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Resident Representative.
• Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required.
• Administration of travel, meetings, appointments and briefings of Resident Representative i. Including drafting of background notes.
• Maintenance of Teams’ status reports, best practices, lessons learned, publishing on section intranet and compiling of information for resource mobilization and communications officers.
• Support to organization of advocacy events if required

3.           Ensures facilitation of knowledge building and management focusing on achievement of the following results:

• Sound contributions to knowledge networks and communities of practice.
• Organize trainings for UNDP staff on coordination, administration and protocol issues

4.           Supports Communication and Visibility for the  Country Office :

• Supports the formulation and implementation of external communications and advocacy strategies,
• Development of communication materials for marketing and awareness-raising campaigns, including briefing and media materials in coordination
• Assistance in the design and maintenance of the office web sites based on corporate requirements in cooperation with the ICT staff.
• Preparation/checking the content for the web sites and social media platforms to ensure consistency of the materials

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

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

Finance Accounting (General)Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations

Finance Audit (General)Understands how regulations and professional standards in internal and external audit underpin audit work in the public services.

Business Management- Customer Satisfaction/Client Management:Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs ,Provide inputs to the development of customer service strategy, Look for ways to add value beyond clients’ immediate requests

Business Direction & Strategy Business Acumen Knowledge and understanding of the operational framework in the organization and ability to make good judgments and quick decisions within such frameworks

Business Development  Knowledge Generation Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need

Diploma in Business or Public Administration, Economics, Political Sciences or Social Sciences. Specialized certification in Accounting and Finance would be desirable, or University Degree in Finance, Business or Public Administration is desirable but not a requirement

6 years of progressively responsible administrative and 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

Experience in coordinating project related meeting/workshop/event is an asset.

Experience in managing payments and budgets is an asset.

Working experience with implementing partners is an asset.