Job Description
BackgroundUnder the overall guidance of the Programme Manager, and the direct supervision of the Deputy Programme Manager for the Governance Programme in UNDP Somalia Country Office, the Programme Associate ensures effective delivery of the CO Governance programme unit by entering and managing data and supporting programme implementation consistent with UNDP rules and regulations.
The Programme Associate supervises clerical and support staff of the Governance Unit. The Programme Associate works in close collaboration with the operations, business development unit, other programme and projects' staff in the UNDP Somalia CO and UNDP HQs as required for resolving complex finance-related issues and exchange of information.
Duties and Responsibilities
Summary of key functions:
* Support to formulation of Governance unit work plan and strategies and implementation of the Governance programme unit work plan
* Support to management of the Governance programme Unit
* Administrative support to the Governance programme Unit
* Support to resource mobilization
* Facilitation of knowledge building and knowledge sharing
Supports formulation of Governance programme unit work plan and strategies and its implementation focusing on achievement of the following results:
* Preparation of draft work plans and effective application of RBM tools and establishment of management targets
* Full compliance with UN/UNDP rules and regulations and other relevant policies on financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system
* Provision of inputs for implementation of cost-saving and reduction strategies in consultation with the office management
* Preparation of cost sharing, trust fund agreements, follow up on contributions within the CO resource mobilization efforts
* Presentation of background information for formulation of Governance unit strategy, draft project documents, work plans, budgets, proposals on implementation arrangements
Provides effective support to management of the Governance programme and provides administrative support to the Governance Unit focusing on the achievement of the following results:
* Advises and guides project staff and consultants on UNDP administrative and DEX reporting requirements, clearance procedures for finance, procurement, recruitment, travel etc.
* In liaison with the Financial Management Officer, prepare budget and budget revisions as required; Update and initiate processing of programme financial entries in Atlas; ensure transmission of programme financial data to the Financial Management Associate for inclusion in Atlas
* Reconciles the records of payments with activities and recommends new disbursements to the Deputy Programme Manager
* Under the guidance of the Deputy Programme Manager and in close collaboration with the Procurement and PMST, carry out and submit required preparatory work for contracts, tendering, bill of quantities and works, according to UNDP procedures, rules and regulations
* In close collaboration with the Deputy Programme Manager, monitor of all works with the support of the in-country CBG project officers
* Drafts correspondence and reports covering Governance
issues; compiles statistical data; follows up and responds to queries
* Collect, maintain and update data relevant to the Governance programme areas being supported, maintain work plan information for all programmes
* Supervise logistical arrangements for visiting missions, ensure briefing kits are compiled, liaise with Field Security Coordination Officer (FSCO) and ensure security clearance and visas are obtained for all staff and consultants traveling to the field
* Travel to Somalia when required
* Creation of a project in Atlas, preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project
* Provision of guidance to the executing agencies on routine implementation of projects
* Carry out any other relevant duties requested by the Deputy Programme Manager
On the administrative side, the associate focuses on the achievement of the following
results:
* Review of Financial Reports; preparation of budget revisions, review of non-PO vouchers for development projects and put in Atlas
* Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed transactions are correctly recorded and posted in Atlas
* Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers
* Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas
* In close collaboration with the Programme procurement Associate , make budget check for requisitions, POs and vouchers
Supports resource mobilization focusing on achievement of the following results:
* Analysis of information on donors, preparation of donors' profiles
* Track and reporting on mobilized resources. Review of contributions agreement, managing contributions in Atlas
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
* Organization of trainings for the operations/ projects staff on programme
* Synthesis of lessons learnt and best practices in programme
* Sound contributions to knowledge networks and communities of practice
Impact of Results
The key results have an impact on the overall performance of the Governance Programme Unit and success in implementation of Governance programme strategies. Accurate analysis, data entry and presentation of information ensure proper programme implementation.
Competencies
Functional Competencies:
Advocacy/Advancing A Policy-Oriented Agenda
Level 1.1: Support the preparation of information for advocacy
* Identifies relevant information for advocacy for a variety of audiences
Results-Based Programme Development and Management
Level 1.1: Contributing to results through provision of information
* Provides information and documentation on specific stages of projects/programme implementation
* Provides background information to identify opportunities for project development and helps drafting proposals
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
* Analyzes general information and selects materials in support of partnership building initiatives
* Maintains databases of donor information
* Tracks and reports on mobilized resources
Innovation and Marketing New Approaches
Level 1.1: Implementing processes and uses products
* Documents and tracks innovative strategies/best practices/new approaches
* Responds positively to new approaches
Resource Mobilization (Field Duty Stations)
Level 1.1: Providing information for resource mobilization strategies
* Maintains information/databases on potential and actual donors
* Maintains database of project files
* Provides data and information needed for preparation of project documents
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
* Researches best practices and poses new, more effective ways of doing things
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
* Understands the main processes and methods of work regarding to the position
* Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
* Strives to keep job knowledge up-to-date through self-directed study and other means of learning
* Demonstrates good knowledge of information technology and applies it in work assignments
* Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments
Global Leadership and Advocacy for UNDP's Goals
Level 1.1: Research and analysis
* Identifies relevant information for advocacy for UNDP's goals for a variety of audiences
Client Orientation
Level 1.1: Maintains effective client relationships
* Reports to internal and external clients in a timely and appropriate fashion
* Organizes and prioritizes work schedule to meet client needs and deadlines
* Responds to client needs promptly
Core Competencies:
* Demonstrating/safeguarding ethics and integrity
* Demonstrate corporate knowledge and sound judgment
* Self-development, initiative-taking
* Acting as a team player and facilitating team work
* Facilitating and encouraging open communication in the team, communicating effectively
* Creating synergies through self-control
* Managing conflict
* Learning and sharing knowledge and encourage the learning of others.
* Promoting learning and knowledge management/sharing is the responsibility of each staff member.
* Informed and transparent decision making
Prince2 training and certification, RMG
Application Closing Date:
2011-04-20Job Details
Required Skills and ExperienceEducation:
* Secondary Education, preferably with specialized certification in Accounting and Finance.
* University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.
Experience:
* 6 years of progressively responsible administrative or 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.
Language Requirements:
* Fluency in English, both verbal and written is required
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
Please note:
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES).
THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
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