Organizational Context


Under the overall guidance of the Assistant Country Director (Crisis Prevention and Recovery Unit) and direct supervision of designated supervisor if applicable, the Programme Assistant provides programme support services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery.

The Programme Assistant works in close collaboration with the Operations, Programme and project staff in the Country Office (CO) and UNDP HQ as required to exchange information and support programme delivery.



Functions / Key Results Expected


Summary of Key Functions:
1. Support to formulation of programme strategies and the Country Programme Action Plan
2. Support to management of the CO programme
3. Administrative support to the Programme Unit
4. Support to resource mobilization
5. Support to knowledge building and knowledge sharing
1. Supports formulation of programme strategies and the Country Programme Action Plan focusing on achievement of the following results:
• Collection, analysis and presentation of information for identification of areas for support and programme formulation/ implementation.

2. Provides effective support to management of the CO programme focusing on the achievement of the following results:
• Creation of projects in Atlas, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project.
• Presentation of information for audit of Unit projects.
• Provide inputs to preparation of the team results-oriented workplans.
3. Provides administrative support to the Programme Unit focusing on achievement of the following results:
• Maintenance of the internal expenditures control system including timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Preparation of non-Purchase Order (PO) vouchers for development projects.
• Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas.
• Making budget check for requisitions, POs and vouchers.
• Review requests from projects regarding procurements, personnel, subcontracts and quarterly advances as per requirements of Project Cycle Operations Manual (PCOM).
• Provide support in carrying out routine budget revisions.
• Compile and disseminate information/ documents on programme activities as required.
• Generate, monitor, and check financial reports, receipt of project financial reports. Verify availability of funds for project activities.
• Process advance requests, purchase requisition for travel, budget revisions, generate annual, quarterly and Combined Delivery Reports (CDRs).
• Monitoring visit to project sights and preparation and support of implementation of project audits.
• Keep close collaboration with Unit projects and UNDP operation division colleagues for timely processing requisition, purchase order and payments to vendors.
• Provide training to new project staff in compliance with PCOM rules and regulations.
4. Supports resource mobilization focusing on achievement of the following results:
• Review of contributions agreement, managing contributions in Atlas.
5. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
• Participation in the trainings for the operations/ projects staff on programme.
• Contributions to knowledge networks and communities of practice.

V. Competencies

OPERATIONAL EFFECTIVENESS
Ability to perform a variety of repetitive and routine tasks and duties related to programme support
Ability to review data, identify and adjust discrepancies
Ability to handle a large volume of work possibly under time constraints
Good knowledge of administrative rules and regulations
Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required
Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
Ability to organize and complete multiple tasks by establishing priorities
MANAGING DATA
Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains databases
Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
Interprets data, draws conclusions and/or identifies patterns which support the work of others
MANAGING DOCUMENTS, CORRESPONDENCE AND REPORTS
Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
Shows sound grasp of grammar, spelling and structure in the required language
Ensures correspondence, reports and documents comply with established UN standards
Ability to produce accurate and well documented records conforming to the required standard
Must be well organized and can keep files, with all the necessary correspondence records and reports not lost and in a neat manner so that files can be understood and utilized by any CO staff.
PLANNING, ORGANIZING AND MULTI-TASKING
Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
Demonstrates ability to quickly shift from one task to another to meet multiple support needs
Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support
Promoting learning and knowledge management/sharing is the responsibility of each staff member.