UNDP Is Hiring A Programme and Administrative Associate To Work In New York, United States 2024| Apply Now
Host
UNDP
Target Audience
International Applicants
Introduction
The Programme and Administrative Associate promotes a client-oriented approach, in the framework of UNDP policies, rules and regulations. The Programme and Administrative Associate provides programme and administrative services in support of the hub’s programme responsibilities, deliverables, and operations. This includes programme support in data, financial management, project/programme design, planning, implementation, reporting, and information management.
UNDP Is Hiring A Programme and Administrative Associate
In close collaboration with policy, programme, operations and project teams in the HQs. Regional Hubs, COs, the Programme and Administrative Associate identifies and helps resolve bottlenecks, clarifies, and interprets procedures, and escalates complex programme and administrative issues as needed.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams to enhance and enable horizontal collaboration.
Duties and Responsibilities
Provide effective support in formulation, implementation, management and monitoring of the Unit’s programme portfolio:
- Provide programme/project management support to the Unit, such as:
- Manage required processes in the system in relation to the work plan and budget implementation.
- Monitor expenditures, and support with preparing budget revisions in the system according to the needs of the programme.
- Provide PTAEO authorizations; create requisitions; raise receipts; implement budget and project award revisions; and project status; determination of unutilized funds, maintain the internal expenditures control system.
- Track, monitor and report on the use of project resources.
- Conduct budget checks for accuracy of Requisitions, Purchase Orders and Payment Vouchers.
- Ensure the compliance of arrangements for project approval, implementation, general operations, and closure of projects with UNDP policies and regulations.
Ensure general operational and administrative support to the Unit:
- Organize and prepare agendas and minutes of unit meetings and tracks follow-up actions.
- Coordinate and write sections of briefing materials and reports for meetings and missions for staff, including research work to prepare briefing materials as applicable.
- 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 in the system, collaborating with GPN’s Joint Directorate Integrated Operations Team (IOT) as needed.
- Monitor all travel-related payments for the Unit, liaising appropriately with BPPS IOT/ and BPPS staff in the field, as required.
- Provide administrative and logistical support for donor meetings, country/region specific meetings, workshops, trainings, conferences, retreats, and any other special events organized by Unit.
Ensure provision of support to manage Unit’s portfolio documentation:
- Prepare information for the audit of projects and follow-up/support to the implementation of audit recommendations.
- Proof-read, edit, and translate reports as necessary for in-house dissemination and/or publication.
- Collect and disseminate information related to thematic area, including inputs for donor reports and provides information when requested from various sources.
Facilitate knowledge building and knowledge sharing in the relevant area:
- Prepare reports synthesizing lessons learnt and good practices.
- Contribute to and administer events pertaining to UNDP knowledge networks.
- Support 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 Organization.
Competencies
Core:
Achieve Results:
- Plans and monitors own work, pays attention to details, delivers quality work by deadline.
Think Innovatively:
- Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
Learn Continuously:
- Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
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Administration & Operations: Travel Desk
- Ability to process and approve Travel Requests, Travel Claims and Expense Report,
- Knowledge of policy and procedures.
Required Skills and Experience
Education:
- Secondary education is required. OR
- A first-level university degree in Business or Public Administration, Economics, Political or Social Sciences or related field will be given due consideration, but it is not a requirement.
Experience:
- Minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of progressively responsible experience in administrative or programme at the national and/or international level is required.
- Proficiency in IT software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling of web-based management systems is required.
- Experience with ERP systems is highly desirable (i.e., Oracle Cloud, SAP, Atlas, Quantum, or others).
- Experience working with UNDP, UN or other international organizations is desired.
- Experience in preparation or review of financial reports is desirable.
Language:
- Fluency in English is required.
- Working knowledge of another UN language (Arabic, Chinese, French, Russian, or Spanish) is an asset.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
