Programme Associate

Support in building just and inclusive institutions as well as promoting principles of participatory governance and social cohesion remain the main priorities for Effective Governance as the focus area for UNDP Moldova. Sustained participatory and accountable governance is one of the key drivers for human development. Inclusive participation enables the achievement of shared prosperity and wellbeing. But it also is one of the factors contributing to resilience of societies to socioeconomic and environmental shocks. UNDP is supporting the strengthening of governance and rule of law systems to contribute to respect, protection and fulfilment of human rights, provide access to justice and security, and sustain peace. This ensures that structural barriers preventing equal and meaningful participation of people in building a more cohesive society are effectively addressed and removed.  

Under the guidance and direct supervision of the Programme Specialist/ Effective Governance Cluster Lead, the Programme Associate provides leadership in the execution of services in the CO Programme Unit, supports the design, planning and management of the country programme by managing data and facilitating programme implementation. The Programme Associate promotes a client-oriented approach consistent with UNDP rules and regulations.

The Programme Associate works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff for resolving complex programme-related issues and information delivery.

• Full compliance with UN/UNDP rules, regulations, and policies on programme and projects management, contribution to adjustments of relevant Standard Operating Procedures, as well as compliance with rules and procedures of relevant donors;
• Presentation of thoroughly researched information for preparation of CCA, UNDAF, CPD, CPAP, effective application of RBM tools and establishment of management targets (BSC). Support in the establishment of the mechanisms to track the use of RBM tools and maintenance of RBM database.
• Observation and provision of support on POPP compliance of projects and programmes at all stages
• Presentation of information/ reports for identification of areas for support and interventions in the area of Effective Governance, Justice and Human Rights
• Implementation of the CO partnerships and resources mobilization strategies, preparation of reports.
• Contribution to the mainstreaming of gender, innovation, greening in programmes/projects.
• Contribution to the development of e-tools to be applied in the programme/project management.
• Contribution to development of e-tools to be applied in the Cluster/project management.
• Timely and qualitative inputs to the development of key strategic documents/processes: ROAR, SN, IWP, Project Quality Assurance, SP-IRRF, etc. provided. Efficient liaison with projects from the Cluster to timely collect relevant inputs for key strategic documents.
• Acting as alternate for project staff under responsibility or for other Programme Associates.
• Maintenance of Cluster Pipeline and Project Tree in corporate system.

Provides support for effective and efficient management of Cluster’s budget and finances:

• Entry of data of new financial contributions into Quantum in the form of Annual Work Plans (AWPs), monitoring of AWPs status. Initiation of a project, entering project into corporate system/UnAll, preparation or clearance of required budget revisions.
• Track of availability of cash for projects and coordination of installments’ transfer from donors. Follow up with HQs on ASL allocations for development projects under responsibility.
• Generation of the Annual CDRs for projects under responsibility and submission for signature to the National Coordinators.
• Analysis of the situation in programme, identification of operational and financial problems, development of solutions.
• Provide support for preparation of audit of NIM missions of projects, implementation of audit recommendations.
• Proper control of the supporting documents for payments, review of projects Financial Reports.
• Support in preparation and clearance of projects’ financial reports to donors.
• Provide support to the Effective Governance Cluster on operational and financial projects’ management and oversight.
• Identification of operational and financial problems in Cluster, development of solutions.
• Liaising with HQ/Regional Bureau and national counterparts on financial and operational matters. 
• Proper control of the supporting documents for payments, review of NIM projects Financial Reports.
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in corporate system/UNAll .

Provides administrative support to Cluster:

• Providing administrative support for project formulation, launch, implementation, and closing through supporting formulation missions, organization of project appraisal, closure, and evaluation including but not limited to: concluding contracts with external consultants, arranging travel, meetings, initiating recruitment processes and coordinate other logistics.
• Coordination of administrative processes for projects without staff, including management of contracts, payments, deliverables.
• Proper control of the supporting documents for payments, review of projects Financial Reports.
• Monitoring of funds and coordination of actions needed to ensure the availability of budgets and cash limits for payments.
• Proper maintenance and timely update of document management systems (archives) relevant to the functioning of the Effective Governance Cluster.
• Keep records of the reporting requirements for Cluster projects and ensure timely submission, including UNAll project logs updates and other corporate tasks.
• Timely and qualitative follow up of Monitoring, Evaluation and Audit recommendations, including timely update in the corporate systems.

Provides support in creation of strategic partnerships and implementation of the resource mobilization strategy:

• Implementation of the CO partnerships and resources mobilization strategies, preparation of reports.
• Analysis of information on donors, preparation of donor’s profile and database, establishment of contacts with donor counterparts.
• Introducing and updating projects in the Government Aid Management Platform
• Preparation of cost sharing and trust fund agreements, monitoring of fulfillment of contract clauses, terms and references.
• Track and reporting on mobilized resources.

Facilitation of knowledge building and knowledge sharing: 

• Organization of trainings for the operations/programme/projects staff on issues related to programme management and use of UNAll and other internal platforms and tools.
• Synthesis of lessons learnt and best practices in the programme.
• Sound contributions to knowledge networks and communities of practice.
• Promotion of cross-practice collaboration, exchange of information and joint programming.

Impact of Results

The key results have an impact on the overall CO efficiency in programme and success in implementation of programme strategies.  Accurate analysis and presentation of information enhances UNDP position as a strong development partner. The information provided facilitates decision making of the management.

• 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

• Effective Decision Making
  • Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
• Project Management
  • Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
• Monitoring
  • Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.
• Events Management (including retreats, trainings, and meetings)
  • Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
• Job design
  • Ability to design job roles to meet specific organizational objectives.
• Results-based Management
  • Ability to manage programmes and projects with a focus at improved performance and demonstrable results
• Financial Analysis
  • Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability.

• Secondary education is required, preferably with specialized certification in Accounting and Finance.
• Bachelor's degree in Business, Law, Public Administration, Economics, Political or Social Sciences or other related fields will be given due consideration.

• Minimum 7 years (with Secondary education) or 4 years (with Bachelor's degree) of progressively responsible administrative, financial or programme experience is required, at the national or international level.

Required Skills:

• 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 development assistance or related assignments for a donor organization, consulting company or NGO.
• Experience in providing financial, HR and procurement support/assistance preferably in development field.
• Experience with application of tools related to programme/project cycle.

Desired Skills:

• Experience in the UN system and agencies, international and development assistance organizations is an asset.

Languages:

• Fluency in English, Romanian and Russian is required. 
• Working knowledge of one or more additional languages relevant for Moldova, including Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.