The Programme Associate is based in the Nairobi Resilience Hub. Under the direct supervision of the Recovery Advisor, and the overall guidance of the DRT Africa Coordinator, the Programme Associate is responsible for the day-to-day operational, budget and portfolio management of the team. The Programme/Administrative Associate provides programme and administrative services in support of the Global Recovery Team and Africa Disaster Risk Reduction team responsibilities, deliverables, and operations.
He/she therefore provides support to office management, human resources, sourcing consultants, resources and documentation management, and support to monitoring and reporting as required for the successful management and achievement of the programme in compliance with policies and procedures of UNDP.
In close collaboration with the Global Recovery and Africa Disaster Risk Reduction Team, the Programme/Administrative Associate will identify and helps resolve bottlenecks, clarify and interpret procedures, and escalate complex programme and administrative issues as needed. S/he will be responsible for the following:
• General operational and administrative support to the team
• Budgetary resources and management
• Implementation of knowledge building and knowledge sharing strategies
• Management of the project documentation portfolio
S/he will report to the Recovery Advisor of the Disaster Risk Team.
General operational and administrative support to the Global Recovery and Africa Disaster Risk Reduction team in Nairobi
- Organizes and prepares agendas and minutes of unit meetings and tracks follow-up action. Coordinates and writes sections of briefing materials and reports for meetings and missions for staff, including research work to prepare briefing materials as applicable.
- 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 Quantum, collaborating with CB HQs as needed. Monitors all travel-related payments for the Unit, liaising appropriately with GPN operations, as required
- Provides administrative and logistical support for donor meetings, workshops, trainings, conferences, retreats and any other special events organized by Unit.
Acts as absence management focal point and leave monitor for the Unit.
- Provides inputs into the unit’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
Backstops procurement processes, including preparation of CAP and ACP submission
- Backstops unit members on programme management during absences and mission travel and serves as the Unit’s liaison person for all interactions with GPN Joint Directorate on all programme and operational support.
- Manages travel portfolios including: processing official Mission Travel Requests, ensuring preparation of the necessary documents in Quantum, collaborating with Central Travel Desk/BMS and other units as needeed.
- Monitors all travel-related payments and visas/UNLP requests for the DRR and Recovery team and consultants.
- Provides administrative and logistical support for events and meetings (donors meetings, workshops, training, conferences, etc) organized by the DRR and Recovery team.
- Organizes and prepares agendas and minutes of unit meetings and tracks follow-up actions.
- Coordinates and writes sections of briefing materials and reports for meetings and missions for staff, including research work to prepare briefing materials as applicable.
- Serves as a liaison for interactions with CB Operations and SSM unit on programme and operational support, as required.
- Provides inputs into the unit's administrative business processes mapping and implementation of the internal standard operating procedures (SOPs)
- Backstops procurement processes, including preparation of CAP and ACP submissions
- .Backstops unit members on programme management during absences and mission travel.
- Serves as the Unit's liaison person for all interactions with ROM on all programme and operational support.
Support to formulation, implementation, monitoring and financial management
- Create and manage Team’s budget, programme and projects in Quantum and UNALL, including tracking, monitoring and reporting on the use of project/programme resources being executed by the DRR and Recovery team.
- Preparing and backstopping procurement processes, including creating COA authorizations, requisitions; raising receipts; implementing budget and project award revisions, determination of utilized funds, managing submissions and requests to CPU and ExpRes Roster deployments.
- Generates reports and information on routine implementation of projects and programme status
- .Ensures the compliance of arrangements for project approval, implementation, general operations, and closure of projects with UNDP policies and regulations.
- Reviews, verifies and reconciles financial data, in collaboration with the Programme Management Associate, to ensure accuracy and compliance with UNDP financial and administrative rules and regulations.
- Identifies and escalates project related issues, proposing and contributing to the development of solutions.
Supports knowledge building and sharing:
- Prepares reports synthesizing lessons learnt and good practice.
- Contributes to and administers events pertaining to UNDP knowledge networks.
- Supports the development of training, learning materials and activities by developing substantive components.
- Supports knowledge product development on processes such as procuring translation, design, editing.
Support to managing the team’s portfolio documentation:
- Support efforts needed to compile information and documentation for project and programme audits, including preparing information for the audit of projects and follow-up/support to the implementation of audit recommendations.
- Following the established records-keeping systems – including through Microsoft Teams – and procedures for the coordination of the team, including maintaining filing systems and archives, and supports updating project and programme related documentation
- . Ensures proper digital filing of all documents that must be retained in support of UNDP corporate as well as inter-agency policies and procedures.
UNDP Core Competencies
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
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
People Management (Insert below standard sentence if the position has direct reports.)
Cross-Functional & Technical competencies
Administration and 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 UN travel documents
Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement
Events management (including retreats, trainings, and meetings)
Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
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 fulfil 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. Ability to anticipate client's upcoming needs and concerns.
The ability to acquire goods, services or works from an outside external source
Administration and Operations Documents and records management Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Ability to effectively plan, organize, and oversee the Organization’s business
processes in order to convert its assets into the best results in the most efficient
manner. Knowledge of relevant concepts and mechanisms
- Secondary education is required
University Degree (bachelor’s degree) in Business or Public Administration, Economics, Political or Social Sciences will be given due consideration but it’s not requirement.
- Minimum 6 years (with secondary education) or 3 years (with bachelor’s degree) of progressively responsible administrative or programme experience is required at the national and/or international level;
- At least 2 years working with UN or national/international NGO is preferred;
- Experience in the use of computers applications and software packages (MS Word, Excel, etc) as well as web-based management systems;
- Experience in providing high quality, responsive client service is an asset;
- Experience in using ERP systems is desirable.
- Fluency in English both written and spoken.
- Knowledge of another UN language would be a strong asset.
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