Programme / Administrative Associate
New York City
UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at HQ, Regional and Country Office levels, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.
Within the GPN, the Crisis Bureau (CB) guides UNDP’s corporate crisis-related strategies and vision for crisis prevention, response and recovery. The Bureau has the responsibility for support to prevention, crisis response, resilience and recovery work under the auspices of UNDP’s Strategic Plan. On the other hand, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan. As part of the Global Policy Network (GPN), the Crisis Bureau works in an integrated manner with UNDP’s Bureau for Policy and Programme Support (BPPS) ensuring that issues are fully integrated into UNDP’s development programmes.
In this context and to prepare for, respond to, and support recovery from major crises, UNDP Country Offices (COs) have often to meet multiple demands and pressures in addition to their usual workload. Under these circumstances, COs often have a critical need for additional capacity to help them meet these demands and facilitate essential roles in these areas. UNDP has through the Country Support Management Team (CSMT) of the CB, several deployable capacities that can be drawn upon, including SURGE Advisors, and external experts from the GPN/ExpRes roster and Stand-by Partners. UNDP periodically commissions reviews of its SURGE support and deployments mechanism to ensure systems remain up to date and new technology and ideas are brought on board. Declared crises have been increasing in number, so have response mechanisms in complexity. In certain situations where COs are heavily impacted by sudden onset crisis, CSMT has to step in and substitute operational capacity and support to the entire crisis response.
To support these deployments of expertise and respond directly to crises in the form of direct operational support, as well as other crisis response/recovery related operational requirements of UNDP COs on an urgent basis the Programme/Administrative Associate will work under the direct supervision of the Programme Analyst (Crisis Operations) and is entrusted with providing administrative operational support to the management, monitoring and improvement of the programme.
Support for the formulation, implementation, management and monitoring of the Unit’s programme portfolio:
- Provides programme/project management support to the Unit, such as:
- Creating and managing budgets in Quantum.
- Providing distribution combination authorizations; creating requisitions, processing invoices; implementing budget and award revisions; and project status; determination of unutilized funds, maintaining the internal expenditures control system.
- Tracking, monitoring, and reporting on the use of project resources.
- Conducting budget checks for accuracy of Requisitions, Purchase Orders and payments.
- 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 routine implementation of projects and programme/project status; Reviews, verifies and reconciles financial data and reports to ensure accuracy and conformity with UNDP financial and administrative rules and regulations; and
- Identifies and escalates project related issues, proposing and contributing to the development of solutions.
General operational and administrative support to the Unit:
- Facilitate IC processes through both GPN Roster and CPU cases.
- Initiate CPU requests in the case management system, support document elaboration/flow and processing information in the operation side (each contract or amendment requires at least 5 documents to be developed, with the additional load from processing signatures, clearing processes, etc.)
- Once procurement process is finalized, maintain contract management - including issuing amendments, clearances processes, etc.
- Process and maintain supplier profiles on Quantum, raise requisitions, and follow up on PO approval and reconciliation processes
- Process requests for payments in the system: COPs, invoices and payment processing
- Support other procurement processes (direct contracts, credit card or micro purchasing processing when needed): document development, communication with vendors on admin issues, payments to vendors, etc.
- Perform market research and find the best option for the procurement of goods and services; Advise on best solutions for these procurement processes.
- Process 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 Quantum.
- Monitor all travel-related payments for the Unit, liaising appropriately with the relevant staff members, as required; as well as facilitating SURGE-related travel as and when required
- Provide administrative and logistical support for donor meetings, country/region specific meetings, workshops, trainings, conferences, retreats and any other special events.
- Provide inputs into the unit’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
- Support the HR recruitment process.
- Backstop procurement processes, including preparation of CAP and ACP submissions.
- Backstop unit members on programme management during absences and mission travel
Manages the Unit’s portfolio documentation:
- Prepares information for the audit of projects and follow-up/support to the implementation of audit recommendations;
- Proof-reads, edits and translates reports as necessary for in-house dissemination and/or publication;
- Collects and disseminates 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; and
- Scans and ensures proper digital filing of all Unit documents that must be retained in support of corporate policies.
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 components
- The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.
- Plans and monitors own work, pays attention to details, delivers quality work by deadline
- Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
- Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility:
- Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination:
- Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:
- Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:
- Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical:
Administration & Operations - Travel policy and procedures:
- Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters
Finance - Audit (General):
- Understands how regulations and professional standards in internal and external audit underpin audit work in the public services.
- Understands the key stages of audit work, including planning, documentation, testing and reporting. Ability to examine and verify accounts and records.
- Understands wider mechanisms for assurance and scrutiny.
- Understands the law and best practice relating to antibribery and corruption controls and the fraud risks faced by public bodies.
Finance - Budget Management:
- Finance Budget management Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Procurement - Contract management:
- Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Procurement - Procurement management:
- The ability to acquire goods, services and works from an outside external source
Business Management - Results-based Management:
- Ability to manage programmes and projects with a focus at improved performance and demonstrable results
Business Direction and Strategy - Strategic Thinking:
- Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities, linking the vision to reality on the ground, and creating tangible solutions.
- Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP
- Secondary education.
- University Degree (Bachelor´s degree) in Business or Public Administration, Economics, Political or Social Sciences will be given due consideration, but it is not a requirement.
- Minimum 7 years (with Secondary Education) or 4 years (with Bachelor´s degree) of progressively responsible administrative or programme support experience is required at the national and/or international level.
- Proficiency in IT software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages is required.
- Experience in using of web-based management systems is required.
- Fluency in English is required; knowledge of any other UN language is desired
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